NHS - Administrative Assistant
Joining the Trust also allows you access to a number of saving options via our salary sacrifice schemes and a wide range of discount opportunities with retailers and service providers.
Job overview
A very exciting opportunity has arisen in Sheffield Teaching Hospitals’ (STH) Organisational Development Department (ODD) to support the PROUD Improvement Programme and build improvement capability at STH.
The ODD supports teams across STH to improve the quality and efficiency of services for patients and staff. Organisational Development is about leading change, building skills and capability, quality improvement initiatives, engaging and motivating staff, developing their talents and improving the potential of staff.Great OD is about understanding context and culture, taking a systems approach and enabling NHS staff to design, deliver and improve patient care.
The role will provide administrative support for the delivery of the PROUD Improvement Programme. Administrative support will include tasks such as providing high level administrative tasks and coordination of programmes, scheduling and arranging meetings, preparing agendas, notes and minutes, administration support for events and training sessions, and supporting with the production and development of resources.
Main duties of the job
Responsibilities include –- Administrative support and active participation on the development, delivery and evaluation of PROUD Improvement
- Support tasks involved with organisation of training across a number of areas
- Develop good relationships internally with the ODD team and with teams across the Trust to enable them to participate and evaluate the programme
- Offer creative flair for new ways of improving on the offer we have
- Assist in the evaluation of the success of the PROUD improvement programme
Applicants should be Self-motivated, enthusiastic, passionate about improving care for patients and able to take initiative and work well within a team. Some experience in an administrative role is an advantage.
Working for our organisation
You will be working for an organisation which values and respects all its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff. This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives.
This vacancy is advertised on a fixed term contract basis for the maximum period of 11 months (until 31st March 2026). Where there is potential, the secondment/fixed term contract may finish early, or in the first instance, the secondment/fixed term contract may be extended due to the internal/external secondment of the substantive post holder.The fixed term contract status of the post holder will be reviewed in accordance with the Trust's legal obligations regarding fixed term contracts and secondments in relation to the substantive post holder.
Please also note any secondment must first be agreed with your current line manager.
Detailed job description and main responsibilities
Please view the attached Job Description and Person Specification documents for full details regarding this post.
When completing your application please ensure that you clearly demonstrate how you meet the role criteria.
Person specification
Eduation and Training
Essential criteria- 2 or more GCSE to include English Language & Mathematics (C/4 grade or above) or equivalent qualification/experience
- NVQ Level III in Business Administration / Customer Service / IT or be able to demonstrate the equivalent experience
- IT qualification e.g., European Computer Driving Licence, Microsoft Office or equivalent experience
- Evidence of continued professional development
Experience- Operational
Essential criteria- Experience of working within an office / administration environment
- Experience of dealing with confidential and personal issues with sensitivity.
- Experience of delivering work in accordance with standard operating procedures.
- Experience of teaching others e.g., work-based skills to colleagues
- Experience of supporting the organisation, preparation and facilitation of events
- Experience of dealing with and validating data
- Experience of taking / transcribing notes / minutes
- Experience of working as part of a multi-professional team
- Experience of participation in service improvement initiatives
- Experience of using shared electronic information e.g., use of SharePoint
- Relevant experience within the NHS
Skills & Abilities
Essential criteria- Ability to communicate with personnel at all levels of the organisation.
- Ability to manage personal/professional boundaries.
- Ability to problem solve, using initiative and own judgement to resolve routine issues
- Ability to work as part of a team and independently with minimal supervision
- Ability to work under pressure and at a fast pace in changing and potentially stressful situations with both patients and colleagues
- Demonstrable knowledge and skills using Microsoft Office packages including Outlook, Excel and Word.
- Demonstrable self-awareness, an understanding of impact on others and an ability to manage self and maintain professional conduct in sometimes difficult and challenging situations
- Excellent computer skills with demonstrable knowledge and skills using Microsoft Office packages including Outlook, Excel and Word.
- Good interpersonal skills and the ability to develop relationships and rapport with the general public and colleagues of different disciplines, backgrounds and levels of seniority
- Good written and verbal communication skills
- Strong organisational skills with the ability to plan and prioritise workload to ensure strict / conflicting deadlines are met
- Understanding of data protection issues and the ability to maintain confidentiality
- Awareness of Health & Safety in the workplace
Personal Qualities
Essential criteria- On-going commitment to personal development and training
- Methodical and accurate with attention to detail
- Interest in service improvement projects and developing new ways of working
Candidates are advised to read the attached guidance on using AI technology. When you complete your application, you are required to declare that the information in your application form is true and complete. The personal statement is exactly that; personal.
When selecting to apply via NHS Jobs, you will be redirected to our preferred recruitment system called Trac. You will be asked to create and submit your application via the Trac recruitment system.
You will not be able to track the progress of your application or receive messages through the NHS Jobs website, and furthermore, as an employer, we will not be able to respond to any e-mails sent to us via the NHS Jobs website. All communications should be sent via your Trac system account.
If you are offered employment at Sheffield Teaching Hospitals your information will be transferred from the Trac recruitment system into the national NHS Electronic Staff Records system. In addition, 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.
Please note, all communication regarding your application will be made via email sent via the Trac recruitment system, please ensure you check your junk/spam folders as emails are sometimes filtered there.
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. Should you require any assistance in applying for the position please contact the General or Medical Human Resources Departments on the number identified on the NHS Jobs page for the organisation.
Job Share applicants are welcome for all full time posts unless indicated but cannot be guaranteed. In addition for Fixed Term Contracts, internal secondments may be considered, please seek the approval of your current line manager before applying for the position.
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.
For more information about our organisation and the opportunities available, please visit our website and follow us on Twitter and Facebook.