Job vacancy: NRC Team Administration Assistant, Nottingham University Hospitals NHS Trust, Loughborough

Job summary

Main area

Administration

Grade

NHS AfC: Band 3

Contract

Permanent

Hours

Full time
Part time
Job share

37.5 hours per week (Will consider a Job Share of 2 x 0.5 WTE)

Job ref

164-7111813-A

Employer: Nottingham University Hospitals NHS Trust
Employer type: NHS
Site: National Rehabilitation Centre
Town: Loughborough
Salary: £24,937 - £26,598 per annum pro rata
Salary period: Yearly
Closing: 31/08/2025 23:59

NRC Team Administration Assistant

NHS AfC: Band 3

Detailed job description and main responsibilities

Provide a full comprehensive admin and secretarial service to the NRC team.

Help to ensure the smooth day-to-day running and co-ordination of the Rehabilitation service.

Deal with telephone, e-mail (including monitoring of the department’s general email boxes) and face-to-face enquiries clearly, promptly, efficiently and politely.

Responding to and resolving local issues as required and where appropriate following all relevant policies, procedures and guidelines, or escalating to the relevant member of the team, (taking comprehensive messages, when necessary) in a timely manner.

Support team members in administrative tasks as requested. For example, photocopying, scanning, compiling information packs, drafting papers, word processing, electronic correspondence formatting and typing requested information.

Update team systems such as annual leave, circulation lists and other team information.

Person specification

Training & Qualifications

Essential criteria

Level 3 qualification in admin or equivalent level qualification or experience or A combination of Level 2 qualification or equivalent, additional courses and admin experience
GCSE’s including English or equivalent level qualification/experience
Demonstration of RSA 1/2 or equivalent good and accurate typing skills/experience

Desirable criteria

RSA 3 typing/word processing or equivalent
ECDL or equivalent
Recognised secretarial/ administration qualification
Experience using Health Roster system or equivalent

Experience

Essential criteria

Knowledge of a range of admin/secretarial procedures
Ability to use modern office software (Word, Excel, PowerPoint)
Excellent Communication and Telephone Skills
Experience of managing a busy and varied workload

Desirable criteria

Secretarial / Administration experience in a busy office environment
Minute taking / audio typing
Experience of working for several managers

Communication & Relationships Skills

Essential criteria

Able to provide information to managers and colleagues (orally and electronically) as required and answering queries from staff/ our customers.
Able to produce meeting notes, letters and reports
Able to communicate clearly and effectively with colleagues and customers both face to face and in writing.
Able to take telephone calls in a professional manner and following up actions as set out in own role.
Good Customer Care skills
Understands and practices the principles of confidentiality

Desirable criteria

Experience of dealing with customers
Customer Care Training

Analytical & Judgement Skills

Essential criteria

Ability to work autonomously and to standard operating procedures Including organising own day-to-day work tasks and activities when workload is allocated
Able to use judgement and make decisions on the basis on information received e.g. best time for meetings, diary re-arrangement etc.

Desirable criteria

Telephone and Diary Management Experience

Planning & Organisation Skills

Essential criteria

Ability to use own initiative to plan and prioritise own workload. Including organising own day-to-day work tasks and activities when workload is allocated
Good Organisational Skills
Excellent Time-Keeping

Desirable criteria

Is able to use tools to assist with own work load such as electronic diary systems.

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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 the NUH we will endeavour to turn your job into a career!

We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.

Applicants are kindly requested to refrain from using AI at any stage during the recruitment process.

Closing Dates: Please submit your application form as soon as possible to avoid disappointment; we reserve the right to close vacancies prior to the published closing date if we receive a sufficient number of completed application forms.

Communication: All communication related to your application will be via the email address you have provided. Please ensure you check your email account including your junk email regularly.

Easy read application: if you have a disability and find it difficult to complete our online application form, you can apply via our easy read application which you can find on the intranet https://www.nuh.nhs.uk/easy-read-job-application

NUH are now able to offer application completion support and interview preparation support. Please follow the link to book onto our sessions: Support for NUH Job Applications

If you are aged 16 or 17 and applying for a role that is more than 20 hours a week, please be aware that you will be asked to commence an Apprenticeship within the Trust alongside your role, as long as there is a suitable apprenticeship standard available. This is in line with the current guidance in England that whilst young people under the age of 18 can leave school (on the last Friday in June) they must then do one of the following:

Stay in full-time education, for example at a college
Start an Apprenticeship
Spend 20 hours of more a week working or volunteering, while in part-time education or training

For more details visit; School leaving age - GOV.UK (www.gov.uk)

Salary: The quoted salary will be on a pro rata basis for part time workers.

Disability Confidence: All applicants who have declared a disability and who meet the essential criteria for the post will be shortlisted.

At Risk of redundancy: NHS employees within the East Midlands who are ‘at risk’ of redundancy will be given a preferential interview where they meet the essential criteria of the person specification.

International Recruitment: If you are applying for a role with us from outside of the UK then please read the guidance on applying for a health or social care job in the UK from abroad.

ID and Right to work checks: NUH authenticate ID and right to work documentation including passports and driving licenses through a system called Trust ID. NUH will scan your ID and right to work documentation in to the Trust ID system at your face to face ID appointment. The system will run a check against the key security features within your documentation. The system will provide us with an outcome of your check which will be stored securely on your personal file along with all other pre-employment check documentation.

Consent:

Transfer of information: If I have previous NHS service - I consent to the transfer of my Electronic Staff Record (ESR) data between this and other NHS Trusts. I also consent to the Occupational Health Department confidentially accessing my occupational health records from my current or previous employer in order to check the status of my vaccinations, immunisations s and screening tests as relevant to the post. I understand this is an automated process and the information will only be used for these purposes prior to me taking up the position at NUH.
Disclosure and Barring Service: Your post maybe subject to a DBS check which incur a cost dependent on the level of check required (£49.50 for enhanced and £21.50 for standard). I agree to reimburse Nottingham University Hospitals NHS Trust the cost of a Disclosure and Barring Service (DBS) check if it is required (by deduction from first month’s pay). Should I decide to withdraw from my job offer, I agree to reimburse Nottingham University Hospitals NHS Trust the cost of the DBS check undertaken by cheque or other agreed method.
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