Job summary
- Main area
- NHS North West Leadership Academy
- Grade
- NHS AfC: Band 4
- Contract
- Permanent
- Hours
- Full time
- Flexible working
- Job ref
- 382-COR51-24
- Employer
- Blackpool Teaching Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- 3 Piccadilly Place
- Town
- Manchester
- Salary
- £25,147 - £27,596 pa pro rata
- Closing
- 09/08/2024 23:59
- Interview date
- 22/08/2024
Employer heading
Administrator (North West Leadership Academy)
NHS AfC: Band 4
Blackpool Teaching Hospitals NHS Foundation Trust is situated on the west coast of Lancashire, with services covering the local authority areas of Blackpool, Fylde and Wyre. The Trust is part of the Lancashire and South Cumbria Integrated Care System (ICS) supporting a population of around 1.6 million people.
We have three main hospitals providing acute services to around 330,000 local residents. The organisation also provides specialist tertiary care for cardiac and haematology services, delivers community health services to over 445,000 residents including those in North Lancashire and hosts the National Artificial Eye Service across England. Plus, we provide urgent and emergency care services to an estimated 18 million people who visit the seaside resort each year. We employ over 7000 people from 68 different countries.
We welcome and encourage application from anyone with protected characteristics, as well as supporting reservists and Veterans who are looking for a rewarding and challenging career within the NHS.
Blackpool Teaching Hospitals encourages flexible working in all our roles to support staff in maintaining healthy home-life balance. Working patterns such as: part time working, self-rostering, compressed hours, annualised hours, term time, reverse term time and flexitime working can be explored.
Job overview
Please note: This post is based in Manchester City Centre, not within Blackpool Teaching Hospitals NHS Foundation Trust.
An exciting opportunity has become available for a proactive, committed and highly effective administrator to join us at the NHS North West Leadership Academy (NHS NWLA) working within our Business Unit.
The Administrator role is a key part of our organisation to ensure that high quality administration support is always provided, supporting the NHS North West Leadership Academy to function effectively. Attention to detail and highly effective organisational skills are key to this role.
The closing date for applications is 09/08/2024.
NHS NWLA reserve the right to close the application process earlier if sufficient applications are received.
Face-to-face Interviews are scheduled to take place on 22/08/2024.
Main duties of the job
§ Work with the team to provide appropriate administration support.
§ To arrange appointments/complex meetings as required by the team by communicating directly with staff at all levels as appropriate, both internally and also externally. Communicating directly with other NHS and non NHS organisations.
§ Arrangement of meetings, events and conferences, including the booking and notification of venues, booking administration, ordering the catering, and ensuring necessary documentation is dispatched appropriately prior to the meetings.
§ Attend meetings as necessary, and prepare agendas, take minutes, prepare action sheets and other papers and undertake follow up actions as and when required.
§ Ensure an effective paper/computer filing system is maintained, that avoids undue duplication but allows for the efficient filing, storage and retrieval of papers and correspondence as required.
§ To receive, handle and forward as necessary, incoming correspondence, which may be of a highly confidential nature. Ensuring to use the Caldicott Guidance.
§ Raise purchase orders using Oracle finance systems.
§ Administration support for the DPS (Dynamic Purchasing Systems).
§ Support Finance with month-end reconciliations, monitoring of budget sheets, raising invoices, liaising with Blackpool Finance/Payroll teams and tracking payments.
Working for our organisation
The NHS NWLA is a mature and agile leadership development organisation, committed to the co-creation and commissioning of high quality, impactful leadership development. A member-led organisation, the NHS NWLA is hosted by Blackpool Teaching Hospitals NHS FT and has a long-standing reputation for meeting the needs of its member organisations and delivering on regional and national leadership development priorities.
The postholder will be employed by Blackpool and will work to the specific requirements of the NHS NWLA which operates as a member-led organisation. The candidate briefing pack will provide further detail of the NWLA operating model.
We fully encourage applicants from all backgrounds and lived experiences, who can bring diversity of thought and experience to the role. We aim to fully support any reasonable adjustment and general adjustment requests during recruitment and after appointment.
Detailed job description and main responsibilities
Please see the attached Job Description and Person Specification
Job Role and Duties
Work with the team to provide appropriate administration support.
To utilise a range of IT skills including the use of word processing,
spreadsheets, and database packages, typing of reports, letters and other
general correspondence.
To ensure that accurate and up to date computerised diaries are
managed for the team when required.
To ensure that relevant agendas and papers are made available for each
appointment/meeting as necessary.
To arrange appointments/complex meetings as required by the team by
communicating directly with staff at all levels as appropriate, both internally
and also externally. Communicating directly with other NHS and non NHS
organisations.
Arrangement of meetings, events and conferences, including the booking
and notification of venues, booking administration, ordering the catering, and
ensuring necessary documentation is dispatched appropriately prior to the
meetings.
Attend meetings as necessary, and prepare agendas, take minutes, prepare
action sheets and other papers and undertake follow up actions as and when
required.
Ensure an effective paper/computer filing system is maintained, that avoids
undue duplication but allows for the efficient filing, storage and retrieval of
papers and correspondence as required.
To actively contribute in team meetings, implement policy/procedures and
systems agreed and contribute to reviewing procedures within this area.
To receive, handle and forward as necessary, incoming correspondence,
which may be of a highly confidential nature. Ensuring to use the Caldicott
Guidance.
To prioritise, organise and manage workload without supervision
To identify matters that require urgent attention to the relevant individual
and draft/initiate routine replies as appropriate.
Typing of correspondence and documentation using Microsoft Office and/or
audio.
Attend events as required and support on-the-day event administration
Person specification
Qualifications
Essential criteria
- GCSE or equivalent
- Significant secretarial/administrative experience.
- Good working knowledge of administrative processes and procedures.
Desirable criteria
- Educated to NVQ 4 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
Experience & Knowledge
Essential criteria
- Significant secretarial /administrative experience.
- Good working knowledge of administrative processes and procedures.
- Significant experience of initiating and maintaining office systems
- Experience of drafting correspondence.
- Good knowledge of IT systems and software programmes such as Microsoft Outlook, Word, PowerPoint and Excel and SharePoint.
- Demonstrable experience in dealing with the public and managing sensitive and confidential information.
- Demonstrable experience of minute taking and producing reports.
Desirable criteria
- Experience/Knowledge of the NHS. Experience working in healthcare/public sector environment
Skills & Abilities
Essential criteria
- Competence in Microsoft Office software applications
- Excellence, accuracy and speed in word processing and ability to generate routine correspondence
- Ability to organize complex meetings
- Excellent diary and time management skills
- Good organisational and prioritisation skills
- Excellent written and verbal communication skills
- Excellent telephone manner and interpersonal skills, able to deal confidently with people at all levels
- Flexible and co-operative approach to work and working with colleagues
- Self motivated Attention to detail and quality of work
- Ability to work on own initiative, prioritise work and meet deadlines
Desirable criteria
- N/A
Personal Attributes
Essential criteria
- Ability to work under pressure and to meet tight deadlines
- Ability to work without supervision and use own initiative
- Ability to work flexibly and manage competing priorities
- Consistently high attention to detail and quality of work
- Ability to work as a member of a team
- Ability to establish and maintain good working relationships with people of a wide range of personal and professional skills
Desirable criteria
- N/A
Personal Circumstance
Essential criteria
- Ability to travel to meetings and events
Desirable criteria
- N/A
Equality, Diversity and Inclusion
Essential criteria
- Fosters good working relationships and values diversity and difference.
- Adherence to Confidentiality and the Data Protection Act 2018 / General Data Protection Regulation (GPDR).
- Upholds the Equality Act 2010 and the Public Sector Equality Duty.
- Promotes gender equality and supportive of closing our Gender Pay Gap.
- Promotes high standards for improving diversity and equality
Desirable criteria
- N/A
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- David Jenkins
- Job title
- Business and Contracts Co-ordinator
- Email address
- [email protected]
- Telephone number
- 07826540283
- Additional information
2nd Contact
Sana Musa
07552521294
List jobs with Blackpool Teaching Hospitals NHS Foundation Trust in Administrative Services or all sectors