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Job summary

Main area
Head & Neck Services
Grade
NHS AfC: Band 4
Contract
Permanent
Hours
Full time - 37.5 hours per week (Monday to Friday)
Job ref
190-1022-DIR-S
Employer
Sheffield Teaching Hospitals NHS Foundation Trust
Employer type
NHS
Site
Head & Neck Management Office
Town
Sheffield
Salary
£27,485 - £30,162 per annum
Salary period
Yearly
Closing
11/11/2025 23:59
Interview date
20/11/2025

Employer heading

Sheffield Teaching Hospitals NHS Foundation Trust logo

Group Administrator

NHS AfC: Band 4

We are committed to helping our staff balance their work and home lives and ensure they feel supported, valued and appreciated so whilst you care for our patients and clients, we’ll take care of you. We offer many different ways of helping staff including career development opportunities, flexible working, good annual leave and pension schemes , health and wellbeing packages and financial support systems. Joining the Trust also allows you access to a number of saving options via our salary sacrifice schemes and a wide range of discount opportunities with retailers and service providers.

Job overview

This is an exciting opportunity to join the Head & Neck Group Team providing professional, comprehensive, and efficient secretarial and administrative support to the Operations Director and Care Group senior management team. You will be joining a supportive and well-established team, with opportunities for learning and development within the role.

You must have excellent secretarial, organisational, and communication skills with evidence of IT literacy and enjoy working within a team.

It is essential that you are highly motivated and adaptable, with the ability to work under your own initiative and with minimal supervision. The role helps connect the clinical and administrative teams together, so a positive outlook and the ability to develop a good relationship with a variety of people is crucial to the role.

Main duties of the job

As the Personal Assistant, you will require excellent communication and organisational skills to manage and prioritise the Operations Director’s workload effectively, ensuring their time is optimally utilised in alignment with the Trust’s priorities. You will build a close working relationship with the Operations Director and act as a key liaison with Clinical and Executive management teams across the organisation.

In addition to providing high-level PA support, the role offers involvement in a wide range of administrative tasks and projects. This variety is designed to provide you with a dynamic work experience and opportunities for personal and professional development.

This is a high-profile and pivotal role within the service, and we invite applications from confident, organised individuals with previous PA experience, ideally in a healthcare sector. The ideal candidate will be self-motivated, determined, and committed to public service and enhancing patient experience.

Working for our organisation

You will be working for an organisation which values and respects all of its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff. This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives.

The Head & Neck Care Group brings together the Directorates of Neurosciences, Ear, Nose & Throat (ENT), Ophthalmology and Charles Clifford Dental Services. Head & Neck Services has a combined workforce of more than 1155 WTE staff providing a wide range of outpatient, inpatient, day case, ward, and critical care services with a budget of over £58m.

Detailed job description and main responsibilities

Please view the attached Job Description and Person Specification documents for full details regarding this post.

When completing your application please ensure that you clearly demonstrate how you meet the role criteria.

Person specification

Qualifications

Essential criteria
  • OCR III/RSA III Administration (or equivalent demonstrable experience)
  • Educated to GCSE Grade C or above in English (or equivalent)

Further Training

Essential criteria
  • Microsoft Office Packages training or demonstrable experience including PowerPoint and Excel
  • EDCL qualification or demonstrable excellent PC literacy
  • Note taking / transcribing minutes of meetings
Desirable criteria
  • Knowledge of Connect EPR

Experience

Essential criteria
  • Proven relevant experience of working as a PA at a high level in a business/hospital environment.
  • Familiar with the demands of highly confidential work at a senior level in an organisation.
  • Experience of audio typing and real time minute taking
  • Knowledge and understanding of clerical procedures within a large organisation
  • Experience of Microsoft office packages: Word, Excel including Pivot tables and PowerPoint
Desirable criteria
  • Knowledge of NHS Trust organisational structure.
  • Knowledge and understanding of the complex and highly sensitive directorates issues within the Head & Neck Care Group.

Special Skills/Aptitudes

Essential criteria
  • Excellent communication skills with the ability to relate to a diverse group of professional staff and managers, communicate both in writing and orally and convey complex and sensitive information
  • Proactive approach to tasks with ability to work unsupervised and demonstrating ability to make decisions on urgency, complexity and sensitivity of issues.
  • Ability to work as part of a team
  • Ability to provide guidance and support
  • Excellent organisational skills
  • Good verbal communication skills
  • Ability to prioritise effectively, including when working to challenging deadlines
  • Ability to deal effectively with conflict and to minimise its escalation
  • Ability to solve problems
  • Competent to interpret numerical information
  • Ability to keep accurate and appropriate staff records
  • Absolute compliance with confidentiality
  • Flexible approach to working practices

Employer certification / accreditation badges

Apprenticeships logoNo smoking policyDefence Employer Recognition Scheme (ERS) - SilverMindful employer.  Being positive about mental health.Disability confident employerStonewall Gold 2022Step into health

Documents to download

Apply online now

Further details / informal visits contact

Name
Phil Young
Job title
Data Quality and Performance Manager
Email address
[email protected]
Telephone number
0114 2712653
Additional information

If you would like to discuss this role further, please contact Phil Young using the provided email or telephone number.

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