Administrator

Job overview

Are you a stellar communicator with excellent organizational skills? If so, we want you!

Dive into dynamic responsibilities, from managing communications to coordinating exciting events. Be a key player in our journey toward service excellence and continuous improvement.

Embrace additional duties that offer growth opportunities. Showcasing NHSBSA values, prioritizing safety, and championing diversity, our team is where you belong. Elevate your career – apply today!

• Hybrid working – offering flexibility to work predominantly from home with the opportunity to be office based should you prefer, or if business needs require it
• 27 days leave (increasing with length of service) plus 8 bank holidays
• Opportunities for development
• Active wellbeing and inclusion networks
• Excellent pension
• Various salary sacrifice schemes
• Employee Assistance programme, offering free 24/7 support for you and your loved ones
• Access to a wide range of benefits and high street and online discounts

1. Communication Management: Handle phone and email communications, ensuring professionalism and responsiveness to resolve queries effectively.
2. Administrative Systems Maintenance: Maintain seamless administrative systems, showcasing strong organizational skills for efficient operations.
3. Event Coordination: Coordinate attendance at external events using various internet-based tools, contributing to a dynamic team presence.
4. Document Preparation and Management: Prepare materials, packs, and presentations using Word, PowerPoint, and Excel, ensuring the smooth flow of information.
5. Travel and Accommodation Management: Manage travel and accommodation bookings across the service, showcasing attention to detail and logistical coordination.

Working for our organisation

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.

Detailed job description and main responsibilities

The post holder will be responsible for delivering a professional and comprehensive administrative service and provide support to all NHS Jobs service areas which include service delivery, stakeholder and engagement, training and support, performance analytics and the project team.

This role plays an important part in the service we provide to our customers. You will work with colleagues across the NHS Jobs service, wider NHSBSA and NHS Jobs customers to manage the completion of administrative tasks, support for customer contact referrals, and updating the NHS Jobs webpages.

You must be flexible, committed to continuous improvement, adaptable and prepared to move quickly between all tasks or duties.

1. Being proactive in maintaining knowledge of the NHS Jobs service.
2. Communicating effectively with internal and external customers by telephone and email, managing the NHS jobs service team email account.
3. Manage and respond professionally to administrative requests and enquiries, conducting research, and getting information to resolve queries using own initiative to determine the appropriate course of action.
4. Creating and maintaining administrative systems.
5. Co-ordinating and arranging attendance at external events using various internet-based tools.
6. Preparing material, packs and presentations as required using Word, PowerPoint and Excel.
7. Managing travel and accommodation bookings across the service.
8. Co-ordinating meetings, preparing agendas, packs and presentations. Taking minutes and updating action logs to support the NHS Jobs team for contractual and external stakeholder meetings or events. This may involve occasional national travel and overnight stays.
9. Co-ordinate service requests and manage system access to support the NHS Jobs service area.
10. Raising of requisitions, managing purchase order information, and ensuring invoices are correct before updating the finance management system.
11. Preparing and co-ordinating articles for NHS Jobs newsletters.
12. Preparing and co-ordinating management information for use internally and externally using PowerPoint and Excel.
13. Liaising with colleagues internally to meet deadlines for example the delivery of service reports, project tasks, data requests and training and support materials.
14. Responsible for maintaining and updating content on the NHS Jobs webpage, to ensure customers have access to the latest training and support materials and information about the service.
15. Providing management information on administration tasks as required in an accurate and timely manner.
16. Continually maintaining an awareness of the NHS Jobs service including system developments, communication plans, training plans and project delivery.
17. Investigating technical referrals received, replicating user issues where possible in the system, and raising via the technical support team to be able to respond and resolve user’s issues within agreed SLAs.
18. Working with a minimal amount of supervision, to manage own work and make decisions in own work area.
19. Contributing to service improvement through building effective working relationships with colleagues and customers.
20. Contributing to a culture of continuous improvement and service excellence by adhering to agreed procedures and making suggestions for improvements.
21. Identifying personal training needs and works with their manager to establish personal objectives.
22. You may be required on occasions to perform extra tasks, which would support a business need, or that offers you an individual development opportunity.

Person specification

Qualifications

• Minimum 5 GCSE’s Grade C (or equivalent) including English.

• Administration qualification, i.e. NVQ 3 or equivalent, RSA, ECDL or CLAIT

Personal Qualities, Knowledge, and Skills

• Good organisational skills
• Able to communicate at all levels.
• Problem solving skills.
• Good standard of computer literacy
• Able to continually prioritise workload
• Ability to multi-task.
• Ability to work to tight deadlines.
• Able to produce accurate work at speed.
• Able to work on own initiative.
• Team player
• Ability to identify and implement improvements using own initiative.
• Adaptable and flexible in line with business needs
• 13. Reliable and committed.

• Some understanding of recruitment systems and processes
• Knowledge of NHS landscape
• Good skills in Microsoft Office Packages

Experience

• Significant demonstrable administration experience in a busy office environment.

• Experience in a customer facing environment.

We also welcome applications from all those in the Armed Forces Community.

At the NHSBSA we pride ourselves on being a Disability Confident Leader, Stonewall Top 100 employer and we’ve recently been awarded the Employers Network for Equality and Inclusion Gold Standard benchmark.

We offer an invitation to the first stage of the selection process for people with disabilities that wish to be considered under the Disability Confident scheme, and for members of the Armed Forces Community, where all of the essential criteria in the person specification are met.

A copy of our Privacy Notice is available to view at the link below:

NHSBSA Privacy Notice