Administrative Assistant Newcastle upon Tyne, England
Job description
The post holder will provide administrative support to an existing team to aid the delivery of the NHSBSA’s Services.
Are you a self-motivated individual with experience in administrative duties?
We are looking for an Administrative Assistant to join the Integration and Optimisation team working across all NHSBSA Operational directorates. This new role will support colleagues in implementing operational change, future planning and responding to challenges.
The successful applicant will have the ability to prioritise their own workload, conduct administrative tasks to an exceptional standard and be able to discreetly handle sensitive information.
The role will be on a permanent contract.
The post holder will provide administrative support to an existing team to aid the delivery of the NHSBSA’s Services. This includes, but not limited to, co-ordinating meetings, sharing documentation, managing, and organising the logistics around meetings and gathering information and undertaking enquiries, as necessary. Providing a professional efficient service and developing effective working relationships is key to the role.
- 27 days leave (increasing with length of service) plus 8 bank holidays
- Flexible working (we are happy to discuss options such as compressed hours)
- Flexi time
- Hybrid working model (we are currently working largely remotely)
- Career development
- Active wellbeing and inclusion networks
- Excellent pension
- NHS Car lease scheme
- Access to a wide range of benefits and high street discounts!
In this role you are accountable for:
1. Arrange travel and accommodation as required for the team members ensuring that the booking information is received in a timely manner and is compliant with the NHSBSA’s travel policy.
2. Develop and maintain effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team.
3. Utilising NHS Business Services Authority recruitment systems and tools, you will co-ordinate and manage recruitment requests. This involves liaising with representatives within the relevant business area to drive the recruitment processes for each vacancy from creating and submitting the vacancy request, through to advert and to the successful employee start date, which includes processes for shortlisting, interview and appointment stage, in accordance with agreed KPI’s and processes.
4. Plan, arrange and attend meetings and events as requested. This includes agenda co-ordination, minute taking and distribution of agendas and minutes, ensuring action points are recorded and followed up.
5. Confidentiality is required as confidential / sensitive information will be held and maintained by the post holder.
6. Arranging and ordering of refreshments for meetings and informing reception of external visitors as appropriate.
7. Managing, reviewing, and uploading documents relating to meetings on appropriate channels, ensuring information is up to date, user focused and easy to navigate.
8. To undertake the preparation of documents as requested, including reports, web documents and email correspondence, some of which may include confidential information, and/or relate to the Authority’s obligations under the Data Protection Act 2018 and Freedom of Information Act 2000.
9. Managing distribution lists and access to user’s accounts to Teams channels, proactively identifying and proposing changes to procedures and practices to ensure a positive user experience.
1. Ensuring your role capabilities are maintained and developed by actively participating with line manager with appraisal and development activities and opportunities (On-going review and objectives).
1. Adopts the NHSBSA Values and Behaviours and exhibits these in working practices.
2. Liaise with relevant stakeholders in the co-ordinating of requests for new starters for system log ins and security passes.
3. Supporting HRSS and Corporate Human Resources in the administration of pre-employment checks for new starters.
