Portfolio Administration Assistant

2 weeks ago


Newcastle upon Tyne, United Kingdom NHS Business Services Authority Full time

Job overview

If you have excellent communication and organisational skills and are interested in supporting change, the NHS Business Services Authority have the opportunity for you

The Portfolio Management Directorate are seeking a Portfolio Administration Assistant to join our friendly team and provide a high-quality administrative service.

It’s an exciting time to join us and support the delivery of our ambitious change portfolio which benefits patients, the public and our NHS workforce.

About the role

You’ll deliver our administrative function which plays a crucial role in supporting the smooth running of the Portfolio Management Directorate.

This role offers the perfect pathway into a career where you'll gain exposure to elements of portfolio and project management, providing you with great opportunities for progression.

Who we’re looking for

You’ll have administrative experience in an office environment and will be a confident written and verbal communicator who is able to prioritise your workload to meet deadlines. A professional manner, good computer skills and attention to detail are also a must.

This role is also open to those seeking a fixed-term contract or secondment.

What do we offer?

27 days leave (increasing with length of service) plus bank holidays

Flexible working

Flexi time

Hybrid working model

Career development

Active wellbeing and inclusion networks

Excellent pension

Access to a wide range of benefits and high street discounts

Providing administrative support to meetings, such as Portfolio Review Boards (PRBs), including agenda co-ordination, preparing and distributing key documentation, minute taking ensuring action points are recorded and followed up, and entering or extracting associated information into our Project and Programme Management (PPM) tool.

Supporting hiring managers with the recruitment, onboarding and induction of new starters within the directorate to ensure a streamlined and positive experience for new colleagues.

Planning, arranging and attending meetings, training and events as requested, including booking venues and catering.

Booking travel and accommodation for colleagues, as needed.

Raising purchase orders in our finance system to support the approval to purchase goods and services.

Responding to queries from colleagues and external stakeholders with discretion regarding confidential information, and signposting as needed.

Please refer to full job description and person specification for more information.

Here at the NHS Business Services Authority (NHSBSA), what we do matters.

 We manage the NHS Pension scheme, process prescription payments and much more. Our services are used by NHS organisations, contractors and the public: we take pride in being part of something so meaningful, that touches millions of lives.

 Just as we design our services around the needs of our customers, we place our people at the heart of our organisation. That’s why when you join us, you’ll be empowered and given the right support to help your career grow.

 As one of the UK’s Best Big Companies to work for, we’re all connected to our values: Collaborative, Adventurous, Reliable and Energetic. We care about our people, our purpose, and your progress.

We strive to offer a fantastic colleague experience, where every voice is heard, and every colleague is supported and respected. Wellbeing, diversity and inclusion is at the centre of this, so when you join us, you can connect with our Lived Experience Networks who help us to bring our authentic selves to work.

We are people connected to care.

**In this role, you are accountable for**:
1. Arrange travel and accommodation as required for the team members ensuring that the booking information is received in a timely manner and is compliant with the NHSBSA’s travel policy.

2. Develop and maintain effective information management systems, to ensure that information is kept securely and is accessible to other members of the team, as appropriate. Some of which may include confidential information, and/or relate to the Authority’s obligations under the Data Protection Act 2018 and Freedom of Information Act 2000.

3. Support hiring managers with the recruitment, onboarding and induction of new starters, from raising the initial vacancy in our recruitment system, to providing a warm welcome to colleagues in their first few weeks.

4. Plan, arrange and attend meetings, training and events as requested, including booking venues and catering. This also includes managing the electronic diary for the directorate.

5. Attend and provide administrative support to Portfolio Management Directorate meetings, such as Portfolio Pulse and Portfolio Review Boards (PRBs). This can include agenda co-ordination, preparing and distributing key documentation, minute taking ensuring action points are recorded and followed up, and entering or extracting associated information into our Project and Programme Ma



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