Job summary A vacancy has arisen for a Service Administrator to join the Neonatal admin team based at the Nottingham City Hospital Campus. The post holder will support the provision of a high quality administration service to the Matron and Senior Nursing Team in Neonatal Services within the Family Health Directorate at both hospital campuses. Main duties of the job In addition to the below summary you need to familiarise yourself with full Job Description and Person Specification documents attached to this advert. We are looking to appoint an experienced administrator to support the PA to the Matron & Senior Nursing Team with administrative tasks such as diary management, setting up meetings, minute-taking, typing and distribution of documents, booking rooms etc. The post holder will help to set up interviews, keep staff records updated and help to complete new starter documentation. The post holder will also assist with the preparation of reports using Microsoft Excel Spreadsheets. We are looking to appoint a conscientious and enthusiastic team player with excellent organisational and communication skills including a sound administrative background. The successful applicant will have obtained 5 GCSE passes which will include English Language and Maths at grade C or above and have NVQ level 3 in Administration or equivalent experience. The successful applicant will be competent in the use of Microsoft packages. Work based experience within a hospital or health care setting is desirable but not essential. About us With over 19,000 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. Date posted 24 October 2024 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year per annum pro rata Contract Permanent Working pattern Part-time Reference number 164-6626224 Job locations NUH City Campus Hucknall Road, Nottingham, Nottinghamshire, NG5 1PB Nottingham NG5 1PB Job description Job responsibilities To facilitate and prepare for meetings, including minute taking, typing and distribution of minutes and agendas, printing documents, booking rooms etc. Assist with data collection and work alongside PA to ensure data is recorded accurately. Complete upkeep of database for relevant meetings through the crosschecking of information on the Trust intranet. Assist in ensuring SOPs are kept up to date and followed. Creation of new SOPs for data capture with the Data Administrator. Diary management of managers, where requested. Assist with the preparation of spreadsheets, graphs, documents etc. and other IT requirement, for meetings and as support for various nurse-led teams. General office duties, including mail, answering phones, retrieving answer machine messages, filing, printing letters and documents, typing correspondence etc. Provide appropriate holiday/sickness cover for peer administrators and colleagues. The successful candidate will have obtained at least Five GCSEs grade C or above, including English Language and have an NVQ level 3 in Administration or equivalent work-based experience. You will be competent in the use of Microsoft Office packages. Experience of hospital systems including Winscribe, Medway PAS and NOTIS is desirable but not essential. You will be a conscientious and enthusiastic team player with excellent organisational and communication skills and be well motivated and reliable. You will be able to understand and accurately convey verbal and written information and be able to remain calm under pressure. You will be able to work as part of a team to ensure the smooth running of a busy department. You will be able to demonstrate a clear understanding of confidentiality issues, and your behaviour will be consistent with the Trusts Values and Behavioural standards. Job description Job responsibilities To facilitate and prepare for meetings, including minute taking, typing and distribution of minutes and agendas, printing documents, booking rooms etc. Assist with data collection and work alongside PA to ensure data is recorded accurately. Complete upkeep of database for relevant meetings through the crosschecking of information on the Trust intranet. Assist in ensuring SOPs are kept up to date and followed. Creation of new SOPs for data capture with the Data Administrator. Diary management of managers, where requested. Assist with the preparation of spreadsheets, graphs, documents etc. and other IT requirement, for meetings and as support for various nurse-led teams. General office duties, including mail, answering phones, retrieving answer machine messages, filing, printing letters and documents, typing correspondence etc. Provide appropriate holiday/sickness cover for peer administrators and colleagues. The successful candidate will have obtained at least Five GCSEs grade C or above, including English Language and have an NVQ level 3 in Administration or equivalent work-based experience. You will be competent in the use of Microsoft Office packages. Experience of hospital systems including Winscribe, Medway PAS and NOTIS is desirable but not essential. You will be a conscientious and enthusiastic team player with excellent organisational and communication skills and be well motivated and reliable. You will be able to understand and accurately convey verbal and written information and be able to remain calm under pressure. You will be able to work as part of a team to ensure the smooth running of a busy department. You will be able to demonstrate a clear understanding of confidentiality issues, and your behaviour will be consistent with the Trusts Values and Behavioural standards. Person Specification Training & Qualifications Essential 5 GCSE's or equivalent - Grade C or above (must include English) NVQ level 3 in Administration or equivalent experience Experience Essential Proven admin / office experience Experience of using Microsoft office packages Can complete letters, forms, reports and tables using computerised technology from information collected Desirable Previous experience of working in the NHS and experience using Medway PAS and Notis Communication Essential Must be able to use correct grammar and spelling Must be able to clearly and accurately convey information verbally gathered from both verbal and documented reports Able to communicate with service users, patients and outside agencies in a clear and concise manner Friendly and professional telephone manner Analytical and Judgement Skills Essential Able to use judgement to make decisions in order to solve problems/enquiries Able to complete tasks using own initiative Works in line standard procedures Planning/organisation Essential Works within prescribed deadlines Consistently works to high standards Other Requirements Essential Demonstrates an awareness of the importance of prompt timekeeping and good attendance at the workplace Highly motivated Person Specification Training & Qualifications Essential 5 GCSE's or equivalent - Grade C or above (must include English) NVQ level 3 in Administration or equivalent experience Experience Essential Proven admin / office experience Experience of using Microsoft office packages Can complete letters, forms, reports and tables using computerised technology from information collected Desirable Previous experience of working in the NHS and experience using Medway PAS and Notis Communication Essential Must be able to use correct grammar and spelling Must be able to clearly and accurately convey information verbally gathered from both verbal and documented reports Able to communicate with service users, patients and outside agencies in a clear and concise manner Friendly and professional telephone manner Analytical and Judgement Skills Essential Able to use judgement to make decisions in order to solve problems/enquiries Able to complete tasks using own initiative Works in line standard procedures Planning/organisation Essential Works within prescribed deadlines Consistently works to high standards Other Requirements Essential Demonstrates an awareness of the importance of prompt timekeeping and good attendance at the workplace Highly motivated Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Employer details Employer name Nottingham University Hospitals NHS Trusts Address NUH City Campus Hucknall Road, Nottingham, Nottinghamshire, NG5 1PB Nottingham NG5 1PB Employer's website https://www.nuh.nhs.uk/ (Opens in a new tab)