Portfolio Administration Assistant

If you have excellent communication and organisational skills and are interested supporting projects, the NHS Business Services Authority (NHSBSA) have the opportunity for you

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

It’s an exciting time to join us as we deliver our ambitious change portfolio across the NHS.

About the role

You’ll deliver administrative support to the management team and colleagues within the directorate, as well as managing sensitive correspondence with external organisations.

This role is the perfect stepping-stone into a career where you'll gain exposure to portfolio and project management, with a career path option 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 may be open to those seeking a fixed term contract or secondment.

What do we offer?
- 27 days leave (increasing with length of service) plus 8 bank holidays
- Flexible working (we are happy to discuss options such as compressed hours)
- Flexi time
- Hybrid working model
- Career development
- Active wellbeing and inclusion networks
- Excellent pension
- NHS Car lease scheme
- Access to a wide range of benefits and high street discounts
- Responding to queries from colleagues within and outside of the directorate and wider NHSBSA with discretion regarding confidential information, and signposting as needed.
- Supporting the management team through the preparation and distribution of documents (e.g. meeting packs and reports), scheduling meetings and minute taking etc.
- Coordinating the recruitment and induction process within the directorate to ensure a streamlined and positive experience for new colleagues.
- Facilitating travel and transport arrangements for colleagues within the directorate to attend meetings and training.
- Coordination of directorate events, including booking venues and catering.

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

At the NHS Business Services Authority (NHSBSA) we deliver a range of essential national services to NHS organisations and contractors, patients and the public.

You may already be using some of our services. Do you have a prescription pre-payment certificate? Perhaps you found this vacancy through NHS Jobs? We’re behind these, and much more.

Being one of the UK’s Best Big Companies to work for, our values are to be Collaborative, Adventurous, Reliable and Energetic. We CARE about what we do and support each other in achieving our objectives.

Our people are the heart of our organisation. We strive to ensure they feel trusted, valued and empowered. We’re passionate about nurturing and developing people. When you join us, we want you to grow, and we offer many opportunities for you to do that.

We are the NHS delivering for the NHS.

**In this role you are accountable for**:

- Plan, arrange and attend meetings as requested. This includes agenda coordination, minute taking and distribution of key documentation.
- Complete the ordering of refreshments for meetings, and reception of external visitors as appropriate.
- Assist in the administration of the Portfolio Board by producing relevant papers in a timely manner.
- Develop and maintain effective information management systems. This will include developing and maintaining a shared reference, information and filing system in both paper and electronic form, as appropriate.
- Ensure all necessary documentation and requests are completed for new members of the Portfolio and Prioritisation Directorate. Deal with any ad-hoc IT and service requests for the team.
- Act independently, monitor own workload and prioritise activities. Take responsibility for self-management and to identify personal development needs to the benefit of the business.
- Contribute to a culture of continuous improvement and service excellence by adhering to agreed procedures and making suggestions for improvements.
- Adopts the Business Services Authority Values and Behaviours and exhibits these in working practices.

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