Job summary
Please note: This post is based in Manchester City Centre, not within Blackpool Teaching Hospitals NHS Foundation Trust.
An exciting opportunity has become available for a proactive, committed and highly effective administrator to join us at the NHS North West Leadership Academy (NHS NWLA) working within our Business Unit.
The Administrator role is a key part of our organisation to ensure that high quality administration support is always provided, supporting the NHS North West Leadership Academy to function effectively. Attention to detail and highly effective organisational skills are key to this role.
The closing date for applications is 18/09/2024
NHS NWLA reserve the right to close the application process earlier if sufficient applications are received.
Face-to-face Interviews are scheduled to take place on 25/09/2024
Main duties of the job
Work with the team to provide appropriate administration support.
To arrange appointments/complex meetings as required by the team by communicating directly with staff at all levels as appropriate, both internally and also externally. Communicating directly with other NHS and non NHS organisations.
Arrangement of meetings, events and conferences, including the booking and notification of venues, booking administration, ordering the catering, and ensuring necessary documentation is dispatched appropriately prior to the meetings.
Attend meetings as necessary, and prepare agendas, take minutes, prepare action sheets and other papers and undertake follow up actions as and when required.
Ensure an effective paper/computer filing system is maintained, that avoids undue duplication but allows for the efficient filing, storage and retrieval of papers and correspondence as required.
To receive, handle and forward as necessary, incoming correspondence, which may be of a highly confidential nature. Ensuring to use the Caldicott Guidance.
Raise purchase orders using Oracle finance systems.
Administration support for the DPS (Dynamic Purchasing Systems).
Support Finance with month-end reconciliations, monitoring of budget sheets, raising invoices, liaising with Blackpool Finance/Payroll teams and tracking payments.
About us
The NHS NWLA is a mature and agile leadership development organisation, committed to the co-creation and commissioning of high quality, impactful leadership development. A member-led organisation, the NHS NWLA is hosted by Blackpool Teaching Hospitals NHS FT and has a long-standing reputation for meeting the needs of its member organisations and delivering on regional and national leadership development priorities.
The postholder will be employed by Blackpool and will work to the specific requirements of the NHS NWLA which operates as a member-led organisation. The candidate briefing pack will provide further detail of the NWLA operating model.
We fully encourage applicants from all backgrounds and lived experiences, who can bring diversity of thought and experience to the role. We aim to fully support any reasonable adjustment and general adjustment requests during recruitment and after appointment.
Job description
Job responsibilities
Please see the attached Job Description and Person Specification
Job Role and DutiesWork with the team to provide appropriate administration support.To utilise a range of IT skills including the use of word processing,spreadsheets, and database packages, typing of reports, letters and othergeneral correspondence.To ensure that accurate and up to date computerised diaries aremanaged for the team when required.To ensure that relevant agendas and papers are made available for eachappointment/meeting as necessary.To arrange appointments/complex meetings as required by the team bycommunicating directly with staff at all levels as appropriate, both internallyand also externally. Communicating directly with other NHS and non NHSorganisations.Arrangement of meetings, events and conferences, including the bookingand notification of venues, booking administration, ordering the catering, andensuring necessary documentation is dispatched appropriately prior to themeetings.Attend meetings as necessary, and prepare agendas, take minutes, prepareaction sheets and other papers and undertake follow up actions as and whenrequired.Ensure an effective paper/computer filing system is maintained, that avoidsundue duplication but allows for the efficient filing, storage and retrieval ofpapers and correspondence as required.To actively contribute in team meetings, implement policy/procedures andsystems agreed and contribute to reviewing procedures within this area.To receive, handle and forward as necessary, incoming correspondence,which may be of a highly confidential nature. Ensuring to use the CaldicottGuidance.To prioritise, organise and manage workload without supervisionTo identify matters that require urgent attention to the relevant individualand draft/initiate routine replies as appropriate.Typing of correspondence and documentation using Microsoft Office and/oraudio.Attend events as required and support on-the-day event administration
Job description
Job responsibilities
Please see the attached Job Description and Person Specification
Job Role and DutiesWork with the team to provide appropriate administration support.To utilise a range of IT skills including the use of word processing,spreadsheets, and database packages, typing of reports, letters and othergeneral correspondence.To ensure that accurate and up to date computerised diaries aremanaged for the team when required.To ensure that relevant agendas and papers are made available for eachappointment/meeting as necessary.To arrange appointments/complex meetings as required by the team bycommunicating directly with staff at all levels as appropriate, both internallyand also externally. Communicating directly with other NHS and non NHSorganisations.Arrangement of meetings, events and conferences, including the bookingand notification of venues, booking administration, ordering the catering, andensuring necessary documentation is dispatched appropriately prior to themeetings.Attend meetings as necessary, and prepare agendas, take minutes, prepareaction sheets and other papers and undertake follow up actions as and whenrequired.Ensure an effective paper/computer filing system is maintained, that avoidsundue duplication but allows for the efficient filing, storage and retrieval ofpapers and correspondence as required.To actively contribute in team meetings, implement policy/procedures andsystems agreed and contribute to reviewing procedures within this area.To receive, handle and forward as necessary, incoming correspondence,which may be of a highly confidential nature. Ensuring to use the CaldicottGuidance.To prioritise, organise and manage workload without supervisionTo identify matters that require urgent attention to the relevant individualand draft/initiate routine replies as appropriate.Typing of correspondence and documentation using Microsoft Office and/oraudio.Attend events as required and support on-the-day event administration
Person Specification
Qualifications
Essential
- GCSE or equivalent
- Significant secretarial/administrative experience.
- Good working knowledge of administrative processes and procedures.
Desirable
- Educated to NVQ 4 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
Experience & Knowledge
Essential
- Significant secretarial /administrative experience.
- Good working knowledge of administrative processes and procedures.
- Significant experience of initiating and maintaining office systems
- Experience of drafting correspondence.
- Good knowledge of IT systems and software programmes such as Microsoft Outlook, Word, PowerPoint and Excel and SharePoint.
- Demonstrable experience in dealing with the public and managing sensitive and confidential information.
- Demonstrable experience of minute taking and producing reports.
Desirable
- Experience/Knowledge of the NHS. Experience working in healthcare/public sector environment
Skills & Abilities
Essential
- Competence in Microsoft Office software applications
- Excellence, accuracy and speed in word processing and ability to generate routine correspondence
- Ability to organize complex meetings
- Excellent diary and time management skills
- Good organisational and prioritisation skills
- Excellent written and verbal communication skills
- Excellent telephone manner and interpersonal skills, able to deal confidently with people at all levels
- Flexible and co-operative approach to work and working with colleagues
- Self motivated Attention to detail and quality of work
- Ability to work on own initiative, prioritise work and meet deadlines
Desirable
Personal Attributes
Essential
- Ability to work under pressure and to meet tight deadlines
- Ability to work without supervision and use own initiative
- Ability to work flexibly and manage competing priorities
- Consistently high attention to detail and quality of work
- Ability to work as a member of a team
- Ability to establish and maintain good working relationships with people of a wide range of personal and professional skills
Desirable
Personal Circumstance
Essential
- Ability to travel to meetings and events
Desirable
Equality, Diversity and Inclusion
Essential
- Fosters good working relationships and values diversity and difference.
- Adherence to Confidentiality and the Data Protection Act 2018 / General Data Protection Regulation (GPDR).
- Upholds the Equality Act 2010 and the Public Sector Equality Duty.
- Promotes gender equality and supportive of closing our Gender Pay Gap.
- Promotes high standards for improving diversity and equality
Desirable
Person Specification
Qualifications
Essential
- GCSE or equivalent
- Significant secretarial/administrative experience.
- Good working knowledge of administrative processes and procedures.
Desirable
- Educated to NVQ 4 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
Experience & Knowledge
Essential
- Significant secretarial /administrative experience.
- Good working knowledge of administrative processes and procedures.
- Significant experience of initiating and maintaining office systems
- Experience of drafting correspondence.
- Good knowledge of IT systems and software programmes such as Microsoft Outlook, Word, PowerPoint and Excel and SharePoint.
- Demonstrable experience in dealing with the public and managing sensitive and confidential information.
- Demonstrable experience of minute taking and producing reports.
Desirable
- Experience/Knowledge of the NHS. Experience working in healthcare/public sector environment
Skills & Abilities
Essential
- Competence in Microsoft Office software applications
- Excellence, accuracy and speed in word processing and ability to generate routine correspondence
- Ability to organize complex meetings
- Excellent diary and time management skills
- Good organisational and prioritisation skills
- Excellent written and verbal communication skills
- Excellent telephone manner and interpersonal skills, able to deal confidently with people at all levels
- Flexible and co-operative approach to work and working with colleagues
- Self motivated Attention to detail and quality of work
- Ability to work on own initiative, prioritise work and meet deadlines
Desirable
Personal Attributes
Essential
- Ability to work under pressure and to meet tight deadlines
- Ability to work without supervision and use own initiative
- Ability to work flexibly and manage competing priorities
- Consistently high attention to detail and quality of work
- Ability to work as a member of a team
- Ability to establish and maintain good working relationships with people of a wide range of personal and professional skills
Desirable
Personal Circumstance
Essential
- Ability to travel to meetings and events
Desirable
Equality, Diversity and Inclusion
Essential
- Fosters good working relationships and values diversity and difference.
- Adherence to Confidentiality and the Data Protection Act 2018 / General Data Protection Regulation (GPDR).
- Upholds the Equality Act 2010 and the Public Sector Equality Duty.
- Promotes gender equality and supportive of closing our Gender Pay Gap.
- Promotes high standards for improving diversity and equality
Desirable
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
