Directorate Administrator

3 weeks ago


Nottingham, United Kingdom Nottingham University Hospitals NHS Trust Full time

NHS AfC: Band 3

**Main area**
- Science & Technology Directorate
- **Grade**
- NHS AfC: Band 3
- **Contract**
- Permanent
- **Hours**
- Full time
- Part time
- Flexible working

37.5 hours per week (Part time hours will be considered but would need to be a minimum of 30 hours per week. Hours can be variable but meetings must be covered.)
- **Job ref**
- 164-4852656**Site**
- Nottingham University Hospital
- **Town**
- Nottingham
- **Salary**
- £21,730 - £23,177 per annum
- **Salary period**
- Yearly
- **Closing**
- 18/01/2023 23:59Job overview

To act as administrator and provide admin support to the Directorate Leadership Team including the Trust Chief Scientist.

This role is advertised as 1.0wte although part time would be considered. However, this would have to be a minimum of 30 hours per week. Hours can be variable across the week but meetings will need to be covered.

Main duties of the job

Administration support for the Directorate Leadership Team

Administer meetings; arranging, preparing papers and taking and transposing minutes

Deal with general enquiries to the Directorate

Ensure mandatory training and appraisals are carried out across the Directorate.

Assist the Admin Officer in ensuring that risk and incident actions are updated within required timescales.

Provide admin support to the Training Coordinator

Complete monthly pay sheets ready for submission

Place orders, book training and arrange travel and accommodation

Manage department vehicle servicing and insurance claims

Working for our organisation

The Science & Technology Directorate has around 430 staff spread across 9 services including Bowel Cancer Screening Hub, Clinical Engineering, Clinical Neurophysiology, Evoked Potentials, Nuclear Medicine, Radiation Physics, Radiotherapy Physics, Sterile Services and Trent Simulation & Clinical Skills Centre.

The Science & Technology Directorate sits within the Clinical Support Division.

This role will be based in the Management and Operations team of the Directorate. The team comprises the Chief Scientist/Clinical Director, General and Deputy General Managers, Operations Manager and Admin Officer.

The role will be mainly based on the City campus and home working can also be carried out.

Detailed job description and main responsibilities

Manage and organise diaries for the Directorate Leadership Team. This will involve prioritising appointments and taking the initiative to rearrange meetings, where appropriate, to ensure best use of time.

Support the Directorate Leadership Team in all elements of administrative procedures. This will require flexibility in the work routine and working to targets and deadlines.

Provide administrative support to projects within the Directorate.

Organise meetings. This may involve co-ordinating the diaries of a number of senior staff from within and outside the Trust. Book suitable venues and projection equipment.

Ensure that necessary files and correspondence are available for meetings and other appointments.

Produce formal minutes and notes from a number of meetings as required, picking out the key points of discussion and actions.

To respond promptly and appropriately to enquiries made either in person, by correspondence or over the telephone.

Type correspondence, reports, agendas and minutes ensuring confidentiality at all times.

Provide administration support to the Training Coordinator.

Sort and distribute mail.

Assist with the development and implementation of procedures in own area of work.

Complete monthly eTimesheets and ensure that they are complete and ready for authorisation.

Use Trust electronic ordering systems including E-Series and NHS Supply Chain.

Arrange for the requisition of invoices.

Book courses where required.

Book hotel accommodation and travel through the Trust agents.

Manage vehicle servicing of department vehicles and oversee insurance claims ensuring they are processed accordingly.

Manage the vehicle bookings diary and ensuring all users authorised to drive have submitted licences and completed relevant paperwork.

Maintain stocks of stationery and computer consumables.

Point of contact for the management of the photocopier and printer contract.

Arrange, coordinate and publish Science and Technology Directorate newsletter.

Assist the Directorate Admin Officer with chasing of outstanding incident investigations and risks actions on Datix

Oversee the mandatory training and appraisals compliance chasing those that are outstanding and sending reminders to staff to complete.

Produce monthly reports on mandatory training and appraisal compliance and distribute to managers.

Create and maintain bespoke Excel spreadsheets and produce charts/graphs as required

Person specification

**Qualifications**:
Essential criteria
- NVQ Level 3 in Business Administration or equivalent experience
- Advanced keyboard skills to RSA 2 or equivalent
- Maths and English GCSE A-C/Level 4-9

Experience

Essential criteria
-



  • Nottingham, United Kingdom Nottingham University Hospitals NHS Trust Full time

    Band 3 **Main area** - People Directorate (HR) - **Grade** - Band 3 - **Contract** - Permanent - **Hours** - Full time - Part time Two posts available, one full-time (37.5 hours per week) and the other is part-time (22.5hours per week) - **Job ref** - 164-5197706**Site** - Trust Headquarters, Nottingham City Campus - **Town** - Nottingham - **Salary** -...

  • Administrator

    1 month ago


    Nottingham, United Kingdom Tate Recruitment Nottingham Full time

    **Executive Assistant** If you are looking for an ongoing temporary role providing high standard of administrative and secretarial support to Executive Directors ensuring a professional, efficient and confidential service using discretion, initiative, tact and diplomacy. The role includes significant administrative support for a number of senior level...


  • Nottingham, United Kingdom Fidaris Full time

    Are you an experienced business administrator looking for a role within a new and exciting business looking to expand its global footprint? If so, this is the role for you! The Fidaris Group have partnered with a fast-growing start-up poised for success in the global market. With an innovative approach and ambitious goals, they're seeking a skilled Business...


  • Nottingham, United Kingdom Nottingham University Hospitals NHS Trust Full time

    An exciting opportunity has arisen within our Corporate Governance team for an Administrative Assistant, providing support to the Director of Corporate Governance/Associate Director of Corporate Governance and Head of Corporate and the wider team. The post holder should be educated to GCSE Level 4 or above for Maths and English. Applicants will be required...


  • Nottingham, United Kingdom Nottingham University Hospitals NHS Trust Full time

    Band 4 **Main area** - Science & Technology Directorate - **Grade** - Band 4 - **Contract** - Permanent - **Hours** - Full time - Flexible working 37.5 hours per week - **Job ref** - 164-5359637**Site** - Nottingham University Hospital - **Town** - Nottingham - **Salary** - £25,147 - £27,596 per annum - **Salary period** - Yearly - **Closing** -...


  • Nottingham, United Kingdom Nottingham University Hospitals NHS Trust Full time

    Band 4 **Main area** - Science & Technology Directorate - **Grade** - Band 4 - **Contract** - Permanent - **Hours** - Full time - Flexible working 37.5 hours per week - **Job ref** - 164-5359637**Site** - Nottingham University Hospital - **Town** - Nottingham - **Salary** - £25,147 - £27,596 per annum - **Salary period** - Yearly - **Closing** -...


  • Nottingham, United Kingdom Keltbray Full time

    Commercial Director - Highways Division As the Commercial Director for the Highways Division at Keltbray, you will play a pivotal role in driving commercial success and strategic growth within the division. Reporting directly to the Commercial Director - Infrastructure, you will lead a team of commercial professionals, overseeing all commercial aspects of...


  • Nottingham, United Kingdom Day Nursery & other businesses Full time

    **About us** Our work environment includes: - Office setting - Food provided - Growth opportunities - On-the-job training - Relaxed atmosphere - Regular social events - Safe work environment **Responsibilities**: - Manage the Director's calendar and schedule meetings. - Provide administrative support to the Director. - bookkeeping support - Handle...


  • Nottingham, United Kingdom Nottingham City General Practice Alliance Full time

    The postholder will work closely with a variety of stakeholders including the Medical Director, Clinical Leads, and the Chief Operations Officer at Nottingham City General Practice Alliance and will be based within the HR Department. The post is expected to support core business functions, programmes and projects that are led from within the Medical...


  • Nottingham, United Kingdom Athona Full time

    Medical Director (1P 0022693) Cheshire, England Salary: GBP0 - GBP168000 per annum We have an excellent  permanent job opportunity for a  Medical Director working for a  private secure service based in Cheshire . This is a full-time role, providing psychiatric care on a specialist secure acute and brain injury service for men. You will be...


  • Nottingham, United Kingdom Adecco UK Full time

    **Our client is currently on the look out for an experienced PA to join a team in Nottingham City Centre!** **Main responsibilities** - Monitor administrative systems to ensure that the processes and practices meet the support needs of the director. - Co-ordinate and develop effective flows of communication between the executive management team,board...


  • Nottingham, United Kingdom Nottinghamshire Healthcare NHS Foundation Trust Full time

    This is a Trust wide position within the Trusts Patient Safety Team. The Patient Safety Team form part of the Trusts wider Quality Team whose responsibilities include leading the implementation and monitoring effectiveness of the Trusts Quality Strategy, CQC compliance, claims management, management of inquests, clinical effectiveness, management of...


  • Nottingham, United Kingdom Nottinghamshire Healthcare NHS Foundation Trust Full time

    We are looking to recruit a full time Mortality Governance Administrator. We are looking for an enthusiastic and highly motivated Administrator to join our team to provide a variety of administrative tasks who will be able to work as a key member of the team with a flexible approach. The role involves administrative and clerical support, event management and...


  • Nottingham, United Kingdom Keltbray Full time

    As the Commercial Director for the Highways Division at Keltbray, you will play a pivotal role in driving commercial success and strategic growth within the division. Reporting directly to the Commercial Director - Infrastructure, you will lead a team of commercial professionals, overseeing all commercial aspects of projects within the highways sector. You...


  • Nottingham, United Kingdom Keltbray Full time

    As the Commercial Director for the Highways Division at Keltbray, you will play a pivotal role in driving commercial success and strategic growth within the division. Reporting directly to the Commercial Director - Infrastructure, you will lead a team of commercial professionals, overseeing all commercial aspects of projects within the highways sector. You...


  • Nottingham, United Kingdom Nottinghamshire Healthcare NHS Foundation Trust Full time

    An exciting opportunity has arisen for an experienced Administrator to work with the Integrated Healthcare Team at HMP Nottingham, providing extensive administration support. This unique environment offers the opportunity to work with different organisations and subcontractors and support the delivery of care across a range of services including primary...

  • Sales Administrator

    1 month ago


    Nottingham, United Kingdom Gleeson Homes Full time

    Job Introduction Due to continual expansion Gleeson Homes are looking to recruit a Sales Administrator to be based at our Regional Area Office. As Sales Administrator your role will be to ensure company sales targets are achieved by securing exchanges and legal completions in appropriate timescales. Furthermore, you will provide sales administration support...

  • Administrator

    1 month ago


    Nottingham, United Kingdom Radford Medical Practice Full time

    To provide high quality and efficient admin service to the PCN and Practices. To provide administration and secretarial support to the PCN Clinical Director. Managing meeting agendas, invites and minute taking. Following up on all action points from meetings. Running reports, compiling data and updating target tracking spreadsheets. Assisting with delivery...

  • Quality Administrator

    1 month ago


    Nottingham, United Kingdom Nottingham University Hospitals NHS Trust Full time

    An exciting opportunity has arisen for a Quality Administrator to join the Genomics and Molecular Medicine department in the Pathology Directorate of Nottingham University Hospitals. The department also forms part of the East Genomic Laboratory Hub. The department is based in a purpose built Genetics Centre shared with theClinical Genetics Services on the...


  • Nottingham, United Kingdom Nottingham Trent University Full time

    PA and Senior Administrator - Employability Services Interview Date: 15/ or 16 May 2023 Employability Services are a large team within the University providing support and guidance to all our students and graduates. We are looking to recruit an individual that has the ability to provide high level, confidential personal assistant and administrative support...