Administration and Secretarial Support Officer - Doncaster

Job overview

Please note the start date for this post will be on or after 1st April 2025.

To provide an effective and comprehensive HR, secretarial and administrative service to the Patient Administration Support Services department.

Main duties of the job

There is a requirement to support the overall admin requirements of the department, including recruitment and retention, sickness management, PDA’S, inductions procedure, staff training and capability and disciplinary procedures.

Using departmental protocol, ensure an effective and timely HR service is completed in accordance with HR policies and procedures, legislation, national guidance and good employment practice.

Manage telephone enquiries, to be a point of contact for managers, staff and members of the public, giving advice and answering a range of queries.

Ordering stationery and maintaining stock levels as required.

To undertake all relevant clerical duties for the department including photocopying, filing, preparing documents for distribution, typing up meeting notes and other general duties to maintain effective and efficient office systems.

Maintaining and providing SBS information in line with payroll deadlines and providing information regarding new starters, leavers, changes of address, hours, contract end dates in a timely and accurate manner and sending the appropriate documentation.

Maintenance of staff personnel records.

Working for our organisation

DBTH is one of Yorkshire’s leading acute trusts, serving a population of more than 440,000. Our services are based over three main hospital sites and several additional services employing over 7,000 colleagues.

It is our goal to give those who join Team DBTH the tools and opportunities to grow their career, it’s our pledge to help you Develop, Belong and Thrive, Here.

As an organisation that supports flexible working, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.

As an equal opportunities employer, we encourage applicants from all sectors of the community, particularly from under-represented groups including those with disabilities, members of our ethnic minorities and LGBTQ+ communities.

• Extensive range of learning opportunities
• NHS Pension Scheme
• Generous holiday entitlement in line with Terms & Conditions
• Comprehensive health and wellbeing support
• NHS Car Lease schemes and a range of salary sacrifice scheme
• Discounts on restaurants, getaways, shopping and finance through external providers.

Detailed job description and main responsibilities

Please see attached to the advert a job description and person specification for further details. Please ensure you read both documents carefully.

Please note, if your application is successful, you will be required to present original certificates of qualifications that are listed in the person specification under essential.

Person specification

Qualifications / Training

• Recognised qualification in use of IT packages e.g. RSA 3, NVQ 3, ECDL or equivalent experience
• Recognised qualification in English & Mathematics e.g. GSCE or equivalent

Knowledge & Experience

• Experience in human resource administrative procedures and recruitment processes
• Experience of working in a busy office environment
• Knowledge of routine office processes and procedures
• Good knowledge of Microsoft packages including Word, Excel, email system
• Good knowledge of the requirements needed to work effectively in an office environment

• Knowledge of ESR
• Knowledge of NHS
• Knowledge of NHS Jobs or other e-recruitment systems

Personal Attributes & Skills

• Good interpersonal skills for effective working with colleagues, service users and general public
• Excellent communication skills including confident telephone manner
• Flexible approach to work
• Positive ‘can do’ attitude
• Excellent organisation skills
• Ability to work effectively in a team
• Ability to work on own initiative
• Ability to prioritise and manage own workload
• Ability to pay attention to detail
• Ability to apply knowledge of IT to the work situation to develop systems and processes including providing line managers with HR information and trigger reports

• Please note that all correspondence will be sent you to via email. If you are offered a job, information will be transferred into the national NHS Electronic Staff Records system. In submitting an application form, you authorise our Trust to confirm any previous NHS service details via the ESR IAT process should you be appointed.
• We reserve the right to close down this advert early should there be a high number of applicants.
• The Trust is committed to its obligations in accordance with the Equality Act 2010, and we positively encourage applications from all sections of the community.
• All employment with the Trust is subject to a number of NHS Employment Checks being met to a satisfactory standard including verification of identity, eligibility to work in the United Kingdom, references and qualifications in addition to professional registration, a disclosure and barring records check and occupational health check if these are deemed to be a requirement for the position to be undertaken. The Trust is now passing the charge for undertaking a DBS check on to candidates in the event that they are successfully appointed into the post for which they have applied. Please note that this check will be charged for in two instalments when you commence employment with Doncaster & Bassetlaw Teaching Hospitals NHS Foundation Trust. By applying for this vacancy you are agreeing to this undertaking in the event you are successfully appointed.