Job summary
- Main area
- Smokefree Team Administrator
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Part time - 18 hours per week
- Job ref
- 186-1140-25-MH
- Employer
- Nottinghamshire Healthcare NHS Foundation Trust
- Employer type
- NHS
- Site
- Highbury Hospital
- Town
- Nottingham
- Salary
- £24,937 - £26,598 per annum (pro rata for part time)
- Salary period
- Yearly
- Closing
- 25/09/2025 23:59
Employer heading
Smokefree Team Administrator
Band 3
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Job overview
To provide an efficient, effective confidential administration service to the Smokefree team.
The postholder will be expected to work independently, using their own initiative within the guidelines set by Nottinghamshire Healthcare NHS Foundation Trust
Please note that this post does not meet the pay level required for a Skilled worker visa.
Successful applicants with no prior NHS experience would normally be placed at the bottom of the band in line with Agenda for Change. This salary is below the minimum salary required for sponsorship for a Skilled Worker / Health & Care visa. In these circumstances the Trust would not, therefore, be able to sponsor for a Skilled Worker / Health & Care visa.
Applicants requiring a Skilled Worker Visa can determine the likelihood of obtaining a Certificate of Sponsorship against the relevant criteria here https://www.gov.uk/skilled-worker-visa
Please note applicants will be required to pay for their DBS check. Costs are deducted from salary following appointment. The cost of the DBS application is £26.40 (standard) or £54.40 (enhanced), this cost will be deducted from your salary over the first 2 months of employment.
You are encouraged to enrol for the DBS Update Service. An annual fee of £16 per year applies.
Main duties of the job
Organising schedules, minute taking, organising meetings, booking travel, coordinating information, IT systems and other administrative duties to meet the demands of the service
Set up and manage office systems efficiently and effectively
Book patients into specialist community stop smoking clinics
Collate data and ensure that it is entered in a timely manner
Triage the community harm reduction pathway
Organise and facilitate promotional events
Working for our organisation
#TeamNottsHC comprises over 11,000 dedicated colleagues who #MakeADifference every day. We deliver intellectual disability, mental health, community health, forensic, and offender healthcare services across Nottinghamshire, Leicestershire, Lincolnshire, and South Yorkshire. Our care is provided from over 200 sites, spanning community locations, acute settings, and secure environments, including prisons.
We are one of the largest mental health and community Trusts in the East Midlands and one of Nottinghamshire's biggest employers. We also host national and regional services, such as the National High Secure Deaf Service and the Nottingham Centre for Transgender Health.
We offer a variety of employee-led staff networks, including Equality, Diversity, and Inclusion (EDI) groups, the Green Champions network, the Freedom to Speak Up network, the Health and Wellbeing Champions network, and the Menopause Champions network. These networks play a vital role in supporting our diverse workforce and promoting a culture of inclusivity.
The health and wellbeing of colleagues is a top priority. We invest significantly in this through our in-house occupational health and staff counselling services, supported by a dedicated Health and Wellbeing team.
The Trust is committed to reducing its carbon emissions, with a specialised Energy and Environmental team working to ensure compliance with environmental legislation, enhance our environmental performance, and achieve our net-zero commitment.
Detailed job description and main responsibilities
Provide an efficient administrative support service to the department.
Be proficient in the use of IT systems including: Microsoft Office, Excel, Outlook, Word, Database & internal systems including departmental information systems.
Produce high quality reports within agreed deadlines as required.
To undertake office duties including diary management and message management, opening and distributing mail, operation of brought forward systems, dealing with telephone calls and enquiries, production of documents, typing, photocopying, collating of documents and electronic filing, as well as general administration support services to the department.
Workload management and organisation is maintained.
To deal with requests and enquiries and forward them to the relevant team member.
To arrange single and multi-agency meetings, booking venues or arranging via MS Teams, preparing agenda/attendance lists.
Take minutes of formal meetings, type up and distribute within agreed timescales.
Ensure sickness, study and annual leave is recorded on the ESR system.
To book patients into Community Specialist Mental Health Stop Smoking Clinics.
Triage the community harm reduction pathway
To have a working knowledge of departmental procedures.
To collect and maintain accurate team information with regards to training undertaken, PAD’s, Clinical Supervision and any other database.
To order equipment, stationery, sundries, travel, conferences and team uniform as required.
To work effectively both independently and as a team member. To work within all Health & Safety guidelines and policies.
Responsible for own Mandatory Training requirements.
Person specification
Qualifications
Essential criteria
- Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or proven practical experience
- RSA/OCR level III or equivalent
Experience
Essential criteria
- Scheduling/ Diary Management .
- Minute Taking
- Experience of working in a customer-facing role
- High Level Microsoft Office software
- Previous experience of working in an office environment
- Ability to relate to a wide range of people.
- Able to use own initiative within agreed protocols
- Ability to work as an effective team member
Desirable criteria
- Experience of working in NHS secondary care
Knowledge
Essential criteria
- Computer literacy including word, excel, outlook, database
- Maintain electronic records/information on computer
- Proficient with Microsoft Office suit i.e Excel, Word, Powerpoint Teams
Skills
Essential criteria
- Excellent interpersonal/communication skills, including excellent written and oral skills. .
- Administrative Skills
- Excellent telephone manner.
- Good interpersonal skills
- Good numeracy and literacy skills.
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Lisa Evans
- Job title
- Smokefree Lead
- Email address
- [email protected]
- Telephone number
- 01159691300
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