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Administration Assistant

NHS England Apprenticeships
Competitive salary
Closing date
15 Jun 2022

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Job Details

Job summary

This is an exciting opportunity to join the Estates and Facilities Hub Team as an Administrative Assistant.

This full time role will be based at the Nottingham Queens Medical Centre Campus in 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

Working in the Estates & Facilities Administration Hub, the successful candidates will play a crucial role in delivery of a high quality service.

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

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 Organisatioal 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.

About us

O ur 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 challengingyet 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.

As part of our commitment to sustainability we also offer discounted travel schemes in partnership with local transport providers.

Job description

Job responsibilities

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.

Provide cover as necessary for other administrative staff within the Department.

Manage all records and ensure confidentiality of written, computerised and verbal information at all times in accordance with IG Code.

Person Specification

Training & Qualifications


  • 4 GCSE's or equivalent including English.
  • RSA 2/3 Typing or equivalent experience



  • 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


  • Previous experience of working in an NHS environment
  • Previous experience of working with NHS electronic systems eg Datix

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab) .

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab) .

Employer details

Employer name

Nottingham University Hospitals NHS Trusts



Derby Road, Lenton



Employer's website (Opens in a new tab)


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