Office Administrator- Band 3

To provide comprehensive and effective administrative support to the CEO and CIO Executive Business Managers, enabling the smooth operation of corporate, governance and operational activities across the Directorates. The postholder will act as a key point of contact for internal and external stakeholders, ensuring high-quality communication, timely information flow and professional service on behalf of both offices.

Act as the first point of contact for visitors to the CEO and CIO Offices, ensuring a professional and welcoming experience.

Act as a key point of contact for internal and external stakeholders, ensuring high-quality communication, timely information flow and consistent professional service on behalf of both offices, both in person and on the phone.

Handle incoming correspondence, draft routine responses and support the preparation, formatting and distribution of documentation as required.

Support meetings by preparing papers, taking accurate minutes when required, and maintaining up-to-date electronic and paper records. The postholder will undertake general office duties, including but not limited to answering the telephone, taking messages and photocopying.

Responsibility for sorting and distributing incoming mail and ensuring timely dispatch of outgoing mail for the department. Arrange venues, book meeting rooms, coordinate travel requirements and escalates conflicts or issues to the Executive Business Managers when necessary.

Accurately input staff information into ESR, including appraisal dates and training compliance, helping ensure personnel records are maintained and up to date.

• GCSE (or equivalent) English and Mathematics Grade A-C.
• Vocational Level 3 or equivalent experience in an administration field.
• ECDL or equivalent IT qualification.
• Training in minute-taking or customer service.
• Recent experience of working in a busy office environment.
• Computer literacy with experience of MS Office, particularly Word, Excel, Outlook and Teams.
• Advanced keyboard skills with attention to detail.
• High degree of accuracy.
• Ability to handle confidential information appropriately.
• Strong written and verbal communication skills.
• Previous experience within the NHS.

• Ability to manage and prioritise own workload and operate on own initiative whilst also working effectively as part of a team.
• Knowledge of secretarial/administration procedures and systems.
• Ability to learn new software packages easily.
• High standard of written and verbal communication skills.

• Recent experience of working within a customer-facing administrative environment.
• Ability to work to deadlines in a busy office environment.
• Ability to prioritise and work to tight deadlines to meet competing demands.

• Infrequent requirement to be flexible with working hours/location, e.g. assist with Group-wide events.
• Ability to travel to other Trust locations.

• Ability to work in line with and role model Group values.
• Demonstrate effective team player behaviours.

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.