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Band 3
Job overview
This is an exciting opportunity to join the Estates and Facilities Hub Team as an Administrative Assistant.
This full time role will be based on either the QMC or City Campus n the Estates and Facilities Management Hub.
Working as part of the Administration team, the successful candidate will play a crucial role in delivering a high quality administration service and should demonstrate excellent communication skills.
A good telephone manner with the ability to show initiative and flexibility in answering queries from clients is essential.
You will need to demonstrate excellent organisational skills and have an approachable manner. You must be able to multi task and prioritise workloads and use your initiative.
You will be proficient in IT skills such as Microsoft Office including, Word, Excel and Power Point, effectively minute meetings and document actions.
Main duties of the job
In addition to the below summary you will need to familiarise yourself with the full job Description and Person specification documents attached to this advert.
Working in the Estates & Facilities Administration Hub, the successful candidates will play a crucial role in delivery of a high quality service.
The role includes General Administration duties, filing, scanning, photocopying, minute taking, processing of invoices, answering the telephone, accommodation booking enquiries, processing of payments etc.
You will need to have excellent computer skills, proficient in the use of Excel, Word and Outlook, and be able to work using your own initiative. You must also have excellent organisational skills, and the ability to juggle conflicting demands. Excellent interpersonal skills and telephone manner along with the ability to use them effectively to work with staff.
Working for our organisation
With over 17,000 staff, we are one of the biggest employers in the city with a central role in supporting the health and wellbeing of our local population. We play a leading role in research, education and innovation.
Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at NUH we will endeavour to turn your job into a career!
We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.
Our organisation is driven by our strategic objectives and organisational values and behaviours.
We Build Trust; We Empower; We are Ambitious; We are Mindful; We are Nurturing; We are United; We are Honest.
Working in the NHS and at NUH is challenging yet rewarding. That is why we do all we can to support staff with rewards and benefits wherever we can.
We are able to offer dedicated physio support, discounted health treatments and access to fitness facilities.
We offer generous staff discount schemes with Boots and other local companies .
There's also the Blue Light Card which allows NHS staff access to discounts and offers from a host of national companies.
Detailed job description and main responsibilities
Please refer to the job description and person specification attached to the advert for the full details.
Manage/administer residential accommodation bookings, including e-mailing confirmation, invoicing, handling overdue payments/refunds, collection/distribution of keys and collation of the satisfaction survey and associated duties as appropriate.
Use Microsoft products including Word, Excel, PowerPoint, Access and Project.
Create spreadsheets and databases.
Use Microsoft Access Databases and mail merge facilities to generate documentation.
Use Microsoft Excel Databases to collate/recharge staff uniforms to Finance.
Undertaking stocktakes (uniforms).
Process orders/invoices using E-Series/Integra and associated duties as appropriate.
Prepare agendas, type, photocopy, collate and distribute meeting papers.
Word process correspondence, and reports, audio typing, and word processing and e-mail as appropriate.
Manage and maintain electronic diaries, arrange meetings, venues and travel arrangements and provide appropriate documentation.
Attend meetings, some of which may be off site. Arrange dates, venues, take and transcribe minutes (some of which are formal minutes for Investigatory Hearings) and distribute together with agendas and papers.
Make travel arrangements as required in respect of external conferences/seminars/workshops/meetings.
Manage and maintain a comprehensive filing system ensuring all files are up to date, using manual and electronic filing systems such as SharePoint.
Develop of presentations for the Estates and Facilities team through IT packages such as Microsoft PowerPoint.
Manage the collection and distribution of mail.
Answer the telephone, deal with enquiries and take messages as appropriate, ensuring confidentiality is maintained at all times.
Responsibility for the requesting and checking of stationery, office equipment and office supplies. Keep stationery cupboard fully stocked.
Be able to work independently and manage own workload to make effective use of time and resource and working to Trust values and behaviours.
Work flexibly and undertake other duties commensurate to the grade as when required.
Manage all records and ensure confidentiality of written, computerised and verbal information at all times in accordance with IG Code.
Person specification
Training & Qualifications
Essential criteria
- 4 GCSE’s or equivalent including English.
- RSA 2/3 Typing or equivalent experience
Experience
Essential criteria
- Previous experience of office /secretarial or similar relevant role.
- Experience of minuting meetings and transcribing notes.
- Working knowledge of Microsoft Products including Project, Word, PowerPoint, Access and Excel
Desirable criteria
- Previous experience of working in an NHS environment
- Previous experience of working with NHS electronic systems eg Datix
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Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at the NUH we will endeavour to turn your job into a career!
We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.
Closing Dates: Please submit your application form as soon as possible to avoid disappointment; we reserve the right to close vacancies prior to the published closing date if we receive a sufficient number of completed application forms.
Communication: All communication related to your application will be via the email address you have provided. Please ensure you check your email account including your junk email regularly.
Easy read application: if you have a disability and find it difficult to complete our online application form, you can apply via our easy read application which you can find on the intranet https://www.nuh.nhs.uk/easy-read-job-application
Salary: The quoted salary will be on a pro rata basis for part time workers.
Disability Confidence: All applicants who have declared a disability and who meet the essential criteria for the post will be shortlisted.
At Risk of redundancy: NHS employees within the East Midlands who are ‘at risk’ of redundancy will be given a preferential interview where they meet the essential criteria of the person specification.
Skilled Workers Visa: We welcome applications from individuals who require a skilled worker visa in line with the Home Office regulations. NON-UK/NON SETTLED candidates may not be appointed, if a suitably qualified and skilled UK/SETTLED candidate is successful at interview stage as it is unlikely that the Trust is able to satisfy the Home Office Visa requirements
International Recruitment: If you are applying for a role with us from outside of the UK then please read the guidance on applying for a health or social care job in the UK from abroad.
ID and Right to work checks: NUH authenticate ID and right to work documentation such as passports, visas and driving license through a system called Trust ID. NUH will scan your ID and right to work documentation in to the Trust ID system at your face to face ID appointment. The system will run a check against the key security features within your documentation. The system will provide us with an outcome of your check which will be stored securely on your personal file along with all other pre-employment check documentation.
Consent:
- Transfer of information: If I have previous NHS service - I consent to the transfer of my Electronic Staff Record (ESR) data between this and other NHS Trusts. I also consent to the Occupational Health Department confidentially accessing my occupational health records from my current or previous employer in order to check the status of my vaccinations, immunisations s and screening tests as relevant to the post. I understand this is an automated process and the information will only be used for these purposes prior to me taking up the position at NUH.
- Disclosure and Barring Service: Your post maybe subject to a DBS check which incur a cost dependent on the level of check required (£41.90 for enhanced and £21.90 for standard). I agree to reimburse Nottingham University Hospitals NHS Trust the cost of a Disclosure and Barring Service (DBS) check if it is required (by deduction from first month’s pay). Should I decide to withdraw from my job offer, I agree to reimburse Nottingham University Hospitals NHS Trust the cost of the DBS check undertaken by cheque or other agreed method.
