Detailed job description and main responsibilities

The post holder will be responsible for delivering a professional and comprehensive administrative service and provide support to all NHS Jobs service areas which include service delivery, stakeholder and engagement, training and support, performance analytics and the project team.

This role plays an important part in the service we provide to our customers. You will work with colleagues across the NHS Jobs service, wider NHSBSA and NHS Jobs customers to manage the completion of administrative tasks, support for customer contact referrals, and updating the NHS Jobs webpages.

You must be flexible, committed to continuous improvement, adaptable and prepared to move quickly between all tasks or duties.

In this role, you are accountable for

1.    Being proactive in maintaining knowledge of the NHS Jobs service.

2.    Communicating effectively with internal and external customers by telephone and email, managing the NHS jobs service team email account.  

3.    Manage and respond professionally to administrative requests and enquiries, conducting research, and getting information to resolve queries using own initiative to determine the appropriate course of action.

4.    Creating and maintaining administrative systems. 

5.    Co-ordinating and arranging attendance at external events using various internet-based tools.  

6.    Preparing material, packs and presentations as required using Word, PowerPoint and Excel.

7.    Managing travel and accommodation bookings across the service.

8.    Co-ordinating meetings, preparing agendas, packs and presentations. Taking minutes and updating action logs to support the NHS Jobs team for contractual and external stakeholder meetings or events. This may involve occasional national travel and overnight stays.

9.    Co-ordinate service requests and manage system access to support the NHS Jobs service area.

10.    Raising of requisitions, managing purchase order information, and ensuring invoices are correct before updating the finance management system. 

11.    Preparing and co-ordinating articles for NHS Jobs newsletters.

12.    Preparing and co-ordinating management information for use internally and externally using PowerPoint and Excel.

13.    Liaising with colleagues internally to meet deadlines for example the delivery of service reports, project tasks, data requests and training and support materials.

14.    Responsible for maintaining and updating content on the NHS Jobs webpage, to ensure customers have access to the latest training and support materials and information about the service.

15.    Providing management information on administration tasks as required in an accurate and timely manner.

16.    Continually maintaining an awareness of the NHS Jobs service including system developments, communication plans, training plans and project delivery. 

17.    Investigating technical referrals received, replicating user issues where possible in the system, and raising via the technical support team to be able to respond and resolve user’s issues within agreed SLAs.

18.    Working with a minimal amount of supervision, to manage own work and make decisions in own work area.

19.     Contributing to service improvement through building effective working relationships with colleagues and customers.

20.     Contributing to a culture of continuous improvement and service excellence by adhering to agreed procedures and making suggestions for improvements.

21.     Identifying personal training needs and works with their manager to establish personal objectives.

22.     You may be required on occasions to perform extra tasks, which would support a business need, or that offers you an individual development opportunity.