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Administration Assistant

3 months ago

Nottingham, Nottingham, United Kingdom Nottingham University Hospitals NHS Trust Full time
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 City Campus in the Estates and Facilities Management Hub.

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.


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 organisational 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.


With over 17,000 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

Our 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 NUH is challenging yet 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, 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.

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.

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.