Job vacancy: Admin Secretarial Assistant, The Royal Wolverhampton NHS Trust, West Bromwich

Job summary

Main area: Pathology
Grade: Band 3
Contract: Permanent
Hours: Full time - 37.5 hours per week
Job ref: 225-BCPS-8164768

Employer: The Royal Wolverhampton NHS Trust
Employer type: NHS
Site: Sandwell Health Campus
Town: West Bromwich
Salary: £25,760 - £27,476 per annum
Salary period: Yearly
Closing: 23/08/2026 23:59

Admin Secretarial Assistant

Band 3

Detailed job description and main responsibilities

To provide general secretarial support to the department or area of work, including typing of correspondence, reports, letters, memos, minutes and other documents as required.

To arrange meetings on behalf of team members and prepare agendas and relevant enclosures from information received.
To attend meetings, produce and circulate accurate minutes/action notes as appropriate.
To open, date stamp, sort and distribute all incoming mail into the department
To maintain the purchasing and ordering system for the department.

o Liaising with staff and the laboratory manager about appropriate consumables/products.

o Assist senior staff with sourcing appropriate products, liaising with suppliers, and requesting quotations.

o Receipting delivery notes within the Oracle system

o Checking invoices in query and escalating to the senior team/laboratory manager any that cannot be resolved.

o Organisation and maintenance of records of quotes. purchase order copies (as required), and delivery notes

· To maintain staff records

o To update Health Roster and maintain a departmental sickness absence spreadsheet.

o To review ESR, ensuring absences are opened and closed in a timely manner.

o To complete preparation for payroll, including adding On-call shifts and additional hours.

o To maintain staff personnel electronic records

· To answer, respond to and action all telephone enquiries, as appropriate.

· To input and extract non-complex data/information relevant to department, using appropriate software packages.

· To file general correspondence and ensure department filing system is maintained on a regular and effective basis.

· To photocopy, collate and distribute information as required.

· To share in the induction of administrative and clerical staff, particularly in relation to administrative procedures.

· To be aware of and have a general understanding of relevant local/departmental procedures, as required.

· To provide cover for administrative and clerical colleagues as and when required.

Person specification

Qualifications

Essential criteria

GCSE grade C or above in English and Maths
Typing qualification equivalent to RSA 3 or equivalent experience

Desirable criteria

NVQ or equivalent
ECDL / ICDL

Experience / Skills

Essential criteria

12 months experience in an admin role
Ability to use the keyboard with speed and accuracy
Good organisational skills, including the ability to sort records or data
Able to prioritise and multi task

Desirable criteria

12 months experiences in an Admin & Clerical role in the NHS or similar environment
Experience of use of ESR, Heath Roster and procurement ordering systems

Communication skills

Essential criteria

Able to speak and understand English, both verbal and written, without the risk of misunderstanding
Able to deal with regular interuptions and change task at short notice

Flexible Working - As a major employer in the Black Country and West Birmingham region we are committed to supporting all employees to achieve a healthy work life balance. We want the Black Country and West Birmingham region to be the best place to work and as such will consider all requests to work flexibly taking into account personal and individual circumstances alongside the needs of the service. We encourage all prospective applicants to discuss their individual circumstances with the Recruiting Manager as part of the on-boarding process.

Qualifications - Please be advised that if the post that you are applying for requires any level of qualification (e.g. A-Levels, Degree etc) or Professional Registration (e.g. Nursing and Midwifery Council, General Medical Council etc) you will be required to provide proof as part of the pre-employment process. By submitting your application you are giving the Trust permission to check the qualification certificates provided back to the source provider. Please note that a sample of all applicant’s qualifications will be checked with the educational institution or provider. Furthermore, a sample of all applicants’ qualifications will be checked back to the educational institution or provider to interview letters to further deter fraud.