Job vacancy: Business and Operational Delivery Administrator - National Back Office, NHS England, Southport

Job summary

Main area

Administrative Services

Grade

NHS AfC: Band 4

Contract

Fixed term: 11 months (until 31 October 2026 - Secondment only for current NHS employees)

Hours

Full time
Flexible working

37.5 hours per week

Job ref

990-TD-P&P-17209-I-E

Employer: NHS England
Employer type: NHS
Site: Smedley Hydro, Southport
Town: Southport
Salary: £27,485 - £30,162 per annum
Salary period: Yearly
Closing: 04/11/2025 23:59

Business and Operational Delivery Administrator - National Back Office

NHS AfC: Band 4

Our Organisation

The NHS is building a culture that is positive, compassionate and inclusive – and we all have our part to play.

As employers we are committed to protecting and promoting the physical and mental health and wellbeing of all our colleagues. This underpins our values as set out in the NHS Constitution and supports us to be an Employer of Choice, while helping our colleagues to deliver high quality services for our patients and communities.

As a flexible employer, we want to support you to work in a way that is best for the NHS, our patients and you. Talk to us about how we might be able to accommodate a flexible working arrangement whether that’s a job share, part time, hybrid working or another flexible pattern. In addition, although the role advertised may have a ‘home’ office base indicated, we remain committed to supporting flexibility around workplace locations. If it works for the service, we will do our best to make it work for you.

We are an accredited Living Wage Employer which means that every colleague working for our organisation and third-party contractors will earn a real Living Wage. We are one of over 15,000 organisations, who voluntarily chose to pay the real Living Wage.

Detailed job description and main responsibilities

This assignment brief should only be read in conjunction with the generic job description listed in the reference section above. Please therefore refer to the Generic Job Description for more information. Please also refer to the Appendix to JD for further important information.

Background

National Back Office (NBO) is responsible for the management of NHS Numbers and Personal Demographics Service (PDS) records, investigation, and resolution of data quality incidents on PDS demographic records, and the provision of a Tracing Service to approved organisations.

The role of Demographic Administrator is part of a large team of highly motivated and skilled professionals who provide a national data quality service.

The role contributes to delivering efficient and timely services against agreed service levels, to NHS and non‑NHS organisations in a fast‑moving environment.

The Administrator contributes to several different areas including resolution of incidents, quality, customer service, adherence to GDPR, Data Protection Act and Privacy, Transparency and Ethics policies and procedures.

An understanding of NHS systems and data flows, and knowledge of NBO services and business processes is desirable though training would be provided to the right candidate.

We operate within a hybrid working environment, with an expectation of some office presence. There may be ad hoc / occasional travel to Leeds, London, and other locations.

Duties

Maintaining and improving the quality of demographic data on the Personal Demographics Service (PDS) - the PDS is the national master database of all NHS patients in England, Wales and the Isle of Man.
Investigating and resolving complex PDS data quality incidents and service requests reported by NHS-wide organisations.
Managing NHS numbers and medical records.
Identifying service improvements and feeding these into the change management process.
Providing training and support to new and existing staff.
Engaging with NBO managers and other business areas by responding to requests for information and carrying out ad-hoc tasks in support of service improvements.
Handling personal and sensitive data in accordance with data protection legislation.

Accountabilities

Accountable for ensuring quality and timeliness performance indicators are met.

Key Relationships (External and Internal)

Required to communicate regularly and maintain good relationships with:

Colleagues within other Platforms teams (e.g. Demographics, PCRM, NHS App and Login)
Primary Care Support England/Wales
NHS Central Register Scotland
Northern Ireland National Back Office
Other Spine users e.g. GP Practices, Trusts, Maternity Units etc

Secondments

Applicants from within the NHS will be offered on a secondment basis only, agreement should be obtained from their employer prior to submitting the application.

You can find further details about the role, including key responsibilities and accountabilities, alongside the organisational structure and person specification in the attached Job Description and other supporting documents.

Please note that the reason for the fixed term of this contract is short term vacancy.

Person specification

Knowledge

Essential criteria

Working knowledge of information governance, i.e. maintaining the confidentiality of information, storing information in the right place and making sure information is recorded clearly and accurately.

Skills

Essential criteria

Proven ability of gathering, recording and analysing information from a variety of sources
Ability to prepare and maintain a range of business documents and databases, including methods and techniques for configuration, storage and version control

Experience

Essential criteria

Experience of working in an administrative function within a busy office environment
Evidence of ability to adhere to policy and procedure

Education / Training / Qualifications

Essential criteria

Educated to NVQ 4 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.

Our commitments to you

We are passionate about creating an inclusive workplace that promotes and values diversity. We know that different ideas, perspectives and backgrounds create a stronger and more creative work environment that delivers better patient outcomes. We strive to ensure our people feel trusted, valued and empowered. We’re passionate about nurturing and developing people. When you join us, we want you to grow and excel, and we offer many opportunities for you to do that. We welcome your talent and enthusiasm irrespective of age, disability, neuro-divergence, sex, gender identity and gender expression, race or ethnicity, religion or belief, sexual orientation, or other personal circumstances. We have policies and procedures to ensure that all applicants are treated fairly and consistently at every stage of the recruitment process, including the consideration of reasonable adjustments for people who have a disability and/or who are neuro-divergent.

We welcome applications from disabled candidates. If you meet all the essential criteria, you will be guaranteed an interview.

Your application is your opportunity to demonstrate to us how you meet the requirements of the role. Whilst we appreciate that you may have had support with your application (e.g., using AI technology or guidance from a trusted individual), it’s important that the information contained within your application reflects your own knowledge, skill, and experience and we trust that you apply on that basis.

If applying for this role on a secondment basis, please make sure you have obtained prior agreement from your current line manager to apply for this position.

Please note that we currently do not accept applications via recruitment agencies.

To comply with the HM Government Functional Standard GovS 007, and specifically the Personnel Security Standards 2024, individuals employed or contracted by NHS England may be required to undergo a Baseline Personnel Security Standards check, dependent on the role.

The NHS Business Services Authority is responsible for the processing of your application; a privacy notice is attached to advise you on how we will process your personal data.

If you have applied via NHS Jobs, your submitted application will be imported into our preferred third-party recruitment system. All subsequent information regarding your application will be generated from apps.trac.jobs. If you are appointed to a post, information will also be transferred into the NHS Electronic Staff Records system.

You will not be able to track the progress of your application or receive messages through NHS Jobs, and furthermore, as an employer, we will not be able to respond to any emails sent to us via NHS Jobs. If you have a query relating to your application, please contact the recruitment team on [email protected] or 0300 330 1369. You can view our Privacy Notice here.

NHS England