Job summary
Are you organised, a confident communicator and looking for a role where you can make a real impact? We're looking for an Administrative Assistant to join NHS Pensions at the NHS Business Services Authority (NHSBSA).
In this role, you'll support our Senior Management Team by helping to manage priorities, build strong working relationships and deliver excellent customer service. You'll work closely with colleagues across NHS Pensions and the wider BSA, and will be in regular contact with customers and stakeholders via Microsoft Teams and email. Primarily based in Fleetwood but travel to other BSA sites may be required.
We're looking for someone who is proactive, reliable, and can work independently. You'll need strong problem-solving skills, the ability to use your initiative, and the confidence to act with discretion. You'll also support decision-making by gathering and analysing information and may occasionally act with delegated authority.
This is a great opportunity for someone ready to take the next step in their career, in a supportive and collaborative environment.
If you're practical, motivated, and passionate about supporting others, we'd love to hear from you.
What do we offer?
- 27 days leave (increasing with length of service) plus 8 bank holidays
- Flexible working
- Flexi time
- Hybrid working model
- Career development
- Active wellbeing and inclusion networks
- Excellent pension
- NHS Car lease scheme
- Access to a wide range of benefits and high street discounts!
Main duties of the job
At the NHSBSA we value and respect the diversity of our colleagues and are committed to being a flexible employer. We are proud to offer flexible working opportunities. Whether you're interested in hybrid working, working from home, flexible hours or job sharing, apply today and we can discuss available options with you at the interview stage.
Responsible for planning, managing and maintaining Senior Management Team (SMT) members' diaries, prioritising elements of their workload, arranging appointments, and advising of future events.
Responsible for planning and timetabling the preparatory work for high level meetings of the SMT members, e.g. SMT and other management meetings.
Responsible for the preparation and circulation of agendas, attending and contributing to meetings, taking and reviewing minutes and follow up of actions as appropriate.
Responsible for the planning and prioritisation of own workload to meet agreed timescales and objectives and that of the SMT members' objectives and service activities.
In the absence of the SMT members, acts on own initiative within defined parameters of delegated responsibility to progress matters via other members of the Senior Management Team.
Working with your manager to develop your annual personal development plan and pro-actively undertake own personal development applicable to role.
Will support the Business Manager and Executive Assistant, delivering best practice.
About us
Here at the NHS Business Services Authority (NHSBSA), what we do matters.
We manage the NHS Pension scheme, process prescription payments and much more. Our services are used by NHS organisations, contractors and the public: we're proud to be part of something meaningful, that touches millions of lives.
We design our services around customer needs and place people at the heart of our organisation. That's why when you join us, you'll be empowered and supported to help your career grow.
As one of the UK's Best Big Companies to work for, we're connected to our values: Collaborative, Adventurous, Reliable and Energetic. We care about our people, our purpose, and your progress.
We strive to offer a fantastic colleague experience, where every colleague is heard, supported and respected. Wellbeing, diversity and inclusion is at the centre of this, and you can join our Lived Experience Networks who help us bring our authentic selves to work.
We're committed to being a flexible employer and we try to offer a working pattern that suits you where possible, through hybrid working, flexible hours and more.
Alongside a competitive salary with pay progression, we offer a people-centric benefits package, connecting you to the rewards and benefits you value most!
Ready to join us in delivering business service excellence to the NHS, helping people live longer, healthier lives? Apply today and see where the NHSBSA can take you.
We are people connected to care.
Job description
Job responsibilities
Please note that full details can be found in the attached job description.
In this role, you are accountable for;
1. Assisting members of the NHS Pensions Service as well as support for the SMT.
2. Assisting the Head of Service and SMT with calendar management and the co-ordination of e-mails including high level correspondence from members and other stakeholders
3. Responsible for planning and timetabling the preparatory work for high level meetings of the SMT, e.g. SMT meetings and ad-hoc meetings with senior internal and external colleagues. Providing the necessary documentation and briefings according to timescales.
4. Arrange travel and accommodation as required for the team members ensuring that the booking information is received in a timely manner and is compliant with the NHSBSAs travel policy.
5. Develops and maintains an efficient comprehensive electronic filing system and undertakes continuous improvement of office information systems and procedures to ensure efficient and effective service.
6. Utilising NHS Business Services Authority recruitment systems and tools, you will co-ordinate and manage recruitment requests. This involves liaising with representatives within the relevant business area to drive the recruitment processes for each vacancy from creating and submitting the vacancy request, through to advert and to the successful employee start date, which includes processes for shortlisting, interview and appointment stage, in accordance with agreed KPIs and processes.
7. Responsible for the preparation and circulation of agendas, attending and contributing to meetings, taking and reviewing minutes and follow up of actions as appropriate.
8. Assist in planning and co-ordinating meetings Organise and minute business meetings as required., including capturing actions and decisions.
9. Responsible for the planning and prioritisation of own workload to meet agreed timescales and objectives.
10. Working as part of a team with colleagues to support the delivery of overall NHS Pensions Services objectives
11. Makes and responds to telephone/teams calls as required, exercising tact, discretion, independent judgement and initiative.
12. Supplies confidential and sensitive information on behalf of NHS Pensions Services members where appropriate. The role requires a degree of confidentiality, discretion and tact. The postholder handles sensitive and personal information. An understanding of the principles of Data Protection Act and Freedom of Information Act.
13. Prepares letters, reports, agendas, minutes, statistics and other similar documents using keyboard skills and a variety of software packages.
14. Arranging and ordering of refreshments for meetings and informing Reception of external visitors as appropriate.
15. Research information through the internet and other publications. Ensure that necessary information and literature has been ordered and circulated as required.
16. Experience of working with Office 365 products including PowerBI, Excel & PowerPoint for full use of management information.
17. Having a range of effective communication and presentation skills including excellent, report writing skills and attention to detail.
18. Coordinating the follow up of actions with colleagues across NHS Pensions Service.
19. Proactively managing distribution lists and access to users accounts to Teams channels, proactively identifying and proposing changes to procedures and practices to ensure a positive user experience.
20. Ensuring your role capabilities are maintained and developed by actively participating with line manager with appraisal and development activities and opportunities (GROW).
21. Ability to work under pressure in a busy working environment and be able to multi-task.
22. Build excellent working relationships internally and externally, with colleagues, customers and stakeholders.
23. Liaise with relevant stakeholders in co-ordinating requests for new starters for system log ins and security passes.
24. Involvement in the NHS Pensions Services recruitment process, liaising with team colleagues and the wider NHSBSA to ensure a positive experience for candidates and recruiters.
25. Regularly providing and receiving complex, sensitive and contentious information from a wide range of stakeholders in a formal setting.
26. Involvement in engagement activities, such as surveys and focus groups, providing insightful reports and solutions.
27. Planning and organisation of a number of complex activities or programmes, which require the formulation and adjustment of plans
28. Seeking opportunities for improvement through continuous learning and identifying own development needs
29. Ability to maintain confidentiality and trust
30. Coordinate and lead on ad hoc duties as directed by Business Manager or SMT.
Job description
Job responsibilities
Please note that full details can be found in the attached job description.
In this role, you are accountable for;
1. Assisting members of the NHS Pensions Service as well as support for the SMT.
2. Assisting the Head of Service and SMT with calendar management and the co-ordination of e-mails including high level correspondence from members and other stakeholders
3. Responsible for planning and timetabling the preparatory work for high level meetings of the SMT, e.g. SMT meetings and ad-hoc meetings with senior internal and external colleagues. Providing the necessary documentation and briefings according to timescales.
4. Arrange travel and accommodation as required for the team members ensuring that the booking information is received in a timely manner and is compliant with the NHSBSAs travel policy.
5. Develops and maintains an efficient comprehensive electronic filing system and undertakes continuous improvement of office information systems and procedures to ensure efficient and effective service.
6. Utilising NHS Business Services Authority recruitment systems and tools, you will co-ordinate and manage recruitment requests. This involves liaising with representatives within the relevant business area to drive the recruitment processes for each vacancy from creating and submitting the vacancy request, through to advert and to the successful employee start date, which includes processes for shortlisting, interview and appointment stage, in accordance with agreed KPIs and processes.
7. Responsible for the preparation and circulation of agendas, attending and contributing to meetings, taking and reviewing minutes and follow up of actions as appropriate.
8. Assist in planning and co-ordinating meetings Organise and minute business meetings as required., including capturing actions and decisions.
9. Responsible for the planning and prioritisation of own workload to meet agreed timescales and objectives.
10. Working as part of a team with colleagues to support the delivery of overall NHS Pensions Services objectives
11. Makes and responds to telephone/teams calls as required, exercising tact, discretion, independent judgement and initiative.
12. Supplies confidential and sensitive information on behalf of NHS Pensions Services members where appropriate. The role requires a degree of confidentiality, discretion and tact. The postholder handles sensitive and personal information. An understanding of the principles of Data Protection Act and Freedom of Information Act.
13. Prepares letters, reports, agendas, minutes, statistics and other similar documents using keyboard skills and a variety of software packages.
14. Arranging and ordering of refreshments for meetings and informing Reception of external visitors as appropriate.
15. Research information through the internet and other publications. Ensure that necessary information and literature has been ordered and circulated as required.
16. Experience of working with Office 365 products including PowerBI, Excel & PowerPoint for full use of management information.
17. Having a range of effective communication and presentation skills including excellent, report writing skills and attention to detail.
18. Coordinating the follow up of actions with colleagues across NHS Pensions Service.
19. Proactively managing distribution lists and access to users accounts to Teams channels, proactively identifying and proposing changes to procedures and practices to ensure a positive user experience.
20. Ensuring your role capabilities are maintained and developed by actively participating with line manager with appraisal and development activities and opportunities (GROW).
21. Ability to work under pressure in a busy working environment and be able to multi-task.
22. Build excellent working relationships internally and externally, with colleagues, customers and stakeholders.
23. Liaise with relevant stakeholders in co-ordinating requests for new starters for system log ins and security passes.
24. Involvement in the NHS Pensions Services recruitment process, liaising with team colleagues and the wider NHSBSA to ensure a positive experience for candidates and recruiters.
25. Regularly providing and receiving complex, sensitive and contentious information from a wide range of stakeholders in a formal setting.
26. Involvement in engagement activities, such as surveys and focus groups, providing insightful reports and solutions.
27. Planning and organisation of a number of complex activities or programmes, which require the formulation and adjustment of plans
28. Seeking opportunities for improvement through continuous learning and identifying own development needs
29. Ability to maintain confidentiality and trust
30. Coordinate and lead on ad hoc duties as directed by Business Manager or SMT.
Person Specification
Qualifications
Essential
- 1.Educated to A-Level or equivalent relevant experience.
Desirable
- 1.Relevant experience
- 2.NVQ Level4 in Business Administration or similar relevant experience
Personal Qualities, Knowledge and Skills
Essential
- 1.Knowledge of IT systems and software programmes such as Outlook, Word, Excel and PowerPoint.
- 2.Knowledge of NHSBSA policies and procedures.
- 3.Strong understanding of the Data Protection Policy (DPA) and Freedom of Information (FOI).
- 4.Experience of working unsupervised and making decisions regarding priorities and actions.
- 5.Ability to communicate well and develop good working relationships with contacts at all levels, both verbal and written.
- 6.Responsible for and committed to meeting standards, timescales, etc.
- 7.Demonstrate a range of effective communication and presentation skills including excellent report writing skills and attention to detail.
- 8.Ability to work effectively as part of a team.
- 9.Takes responsibility for the quality of own work and keeps their manager and colleagues informed of how the work is progressing, addressing any issues.
- 10.Ability to produce well-presented materials demonstrating a high level of accuracy.
- 11.Positive and flexible approach to work.
- 12.Excellent telephone manner.
- 113.Ability to work under pressure in a busy working environment and multi-task.
- 14.Discreet, confidential, organised, adaptable and willing to learn new skills.
- 15.Interacts with others in a professional manner and portrays self, team and NHSBSA in a positive light.
- 16.Excellent coordination skills, ability to prioritise the workload and schedule of senior colleagues within the NHS Pensions Service and across the NHSBSA.
- 17.Excellent problem-solving skills.
- 18.Demonstrable experience of identifying and maintaining office systems.
- 19. Able to quickly build strong and effective stakeholder relations including senior leaders and managers.
- 20.Experience in analysing complex data sets and relaying outputs in relatable terms.
- 21. Excellent time management and prioritisation skills.
Experience
Essential
- 1.Administrative experience in a busy office environment.
- 2.Experience of working within deadlines in a pressured environment.
- 3.Demonstrable experience of working with confidential and sensitive information.
- 4.Experience of personally identifying and improving processes and ways of working.
- 5.Demonstrable experience of taking minutes and producing relevant documents. Owning and proactively following up agreed actions.
- 6.Demonstrable experience of coordinating actions within immediate team and wider NHSBSA
- 7.Good communication skills.
- 8. Demonstrable ability to prioritise own workload.
- 9.Experience in identifying and influencing different approaches to established working practices.
Desirable
- 1.Experience of working in a clerical, customer focused environment.
- 2.Experience of arranging meetings and events
Person Specification
Qualifications
Essential
- 1.Educated to A-Level or equivalent relevant experience.
Desirable
- 1.Relevant experience
- 2.NVQ Level4 in Business Administration or similar relevant experience
Personal Qualities, Knowledge and Skills
Essential
- 1.Knowledge of IT systems and software programmes such as Outlook, Word, Excel and PowerPoint.
- 2.Knowledge of NHSBSA policies and procedures.
- 3.Strong understanding of the Data Protection Policy (DPA) and Freedom of Information (FOI).
- 4.Experience of working unsupervised and making decisions regarding priorities and actions.
- 5.Ability to communicate well and develop good working relationships with contacts at all levels, both verbal and written.
- 6.Responsible for and committed to meeting standards, timescales, etc.
- 7.Demonstrate a range of effective communication and presentation skills including excellent report writing skills and attention to detail.
- 8.Ability to work effectively as part of a team.
- 9.Takes responsibility for the quality of own work and keeps their manager and colleagues informed of how the work is progressing, addressing any issues.
- 10.Ability to produce well-presented materials demonstrating a high level of accuracy.
- 11.Positive and flexible approach to work.
- 12.Excellent telephone manner.
- 113.Ability to work under pressure in a busy working environment and multi-task.
- 14.Discreet, confidential, organised, adaptable and willing to learn new skills.
- 15.Interacts with others in a professional manner and portrays self, team and NHSBSA in a positive light.
- 16.Excellent coordination skills, ability to prioritise the workload and schedule of senior colleagues within the NHS Pensions Service and across the NHSBSA.
- 17.Excellent problem-solving skills.
- 18.Demonstrable experience of identifying and maintaining office systems.
- 19. Able to quickly build strong and effective stakeholder relations including senior leaders and managers.
- 20.Experience in analysing complex data sets and relaying outputs in relatable terms.
- 21. Excellent time management and prioritisation skills.
Experience
Essential
- 1.Administrative experience in a busy office environment.
- 2.Experience of working within deadlines in a pressured environment.
- 3.Demonstrable experience of working with confidential and sensitive information.
- 4.Experience of personally identifying and improving processes and ways of working.
- 5.Demonstrable experience of taking minutes and producing relevant documents. Owning and proactively following up agreed actions.
- 6.Demonstrable experience of coordinating actions within immediate team and wider NHSBSA
- 7.Good communication skills.
- 8. Demonstrable ability to prioritise own workload.
- 9.Experience in identifying and influencing different approaches to established working practices.
Desirable
- 1.Experience of working in a clerical, customer focused environment.
- 2.Experience of arranging meetings and events
