Main area Patient and Staff Information Grade NHS AfC: Band 3 Contract Fixed term: 9 months (Contract duration based on hours worked per week) Hours
* Part time
* Flexible working
15 hours per week (These hours can be worked flexibly over two to three days per week)
Job ref 190-0126-DIR
Employer Sheffield Teaching Hospitals NHS Foundation Trust Employer type NHS Site Royal Hallamshire Hospital Town Sheffield Salary £24,071 - £25,674 pa/pro rata for part time staff Salary period Yearly Closing 13/04/2025 23:59 Interview date 24/04/2025
Administrative Support Officer
NHS AfC: Band 3
We are committed to helping our staff balance their work and home lives and ensure they feel supported, valued and appreciated so whilst you care for our patients and clients, we’ll take care of you. We offer many different ways of helping staff including career development opportunities, flexible working, good annual leave and pension schemes, health and wellbeing packages and financial support systems. 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
We’re looking for a highly-motivated and organised individual to join our Chief Executive’s Office team, where you’ll work flexibly to provide administrative support for a project to develop and implement a new electronic library for managing Trust Controlled Documents (TCDs).
You'll work within a small team of specialist information staff within the Chief Executive’s Office who are responsible for overseeing the management of Trust Controlled Documents and digital information resources which includes patient information leaflets, Trust-wide policies and guidelines.
The team also provide specialist guidance, support and training to staff producing patient and staff information.
Main duties of the job
To provide administrative support for Trust Controlled Documents (TCDs) during a phase of transition to a new document management system. This includes migrating data, maintenance of database records and support with data validation.
The post holder has responsibility for supporting management of the Trust’s electronic library for all TCDs, including Trust-wide policies, clinical guidelines, standard operational procedures, terms of reference and patient information assets. The role involves working with document leads, authors and governance teams to provide advice and management of system access.
The role is driven by the need to improve and uphold Trust and national standards in document management / accessibility and compliance with the Trust’s Controlled Documents Policy and Patient Information Policy.
Working for our organisation
This vacancy is advertised on a fixed term contract basis for a period of nine months due to the post being recruited as part of a limited term project within the Trust. The fixed term contract status of the post holder will be reviewed in accordance with the Trust's legal obligations regarding fixed term contracts taking into consideration the requirement for the post to be maintained as a part of the project’s implementation and the timescales associated with this.
Please also note any secondment must first be agreed with your current line manager.
The Chief Executive’s Office oversees the management of the Trust. This includes providing corporate and strategic development, corporate governance, communications, including press and public relations, and undertaking special projects.
Within this sits a small team responsible for the management and governance of Trust Controlled Documents (TCDs) and digital information resources, which include patient information leaflets, Trust-wide policies, guidelines, standard operating procedures, terms of reference and other Trust publications which need formal approval.
The team is responsible for upholding quality standards and leading on best practice in document and information resource management through the provision of specialist advice, monitoring, reporting, and training.
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
Education and qualifications
* Education to GCSE level with Grade 4 or above in English Language and Mathematics (or equivalent experience/qualification)
Education and qualifications
* NVQ Level 3 in Business Administration (or equivalent experience)
Experience
* Experience of working an administrative role / providing administrative support
* Experience of following established processes and procedures
* Experience maintaining electronic filing systems
Skills and knowledge
* Comprehensive IT skills including a good working knowledge of Microsoft Office software including Outlook, Word, PowerPoint, Excel, Teams and Forms
* Knowledge of administrative procedures and systems
* Good organisational skills – the ability to arrange meetings and diary keeping
* Effective team working skills
* Attention to detail and high levels of accuracy
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.
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