Directorate Administration Support - Newcastle upon Tyne

Directorate Administration Support- Newcastle upon Tyne, NE15 8NYSalary: 24,937 to 26,598 a yearContract: PermanentWorking Pattern: Full-time, Flexible workingReference Number: G9914-25-0169Job summaryAre you an enthusiastic, organised, and self-motivated professional looking to take the reins on exciting administrative initiatives? Join our team, working across our Strategy, Planning & Performance and Business Innovation and Customer Experience.In this pivotal position, you'll work closely with senior leaders across the Strategy, Performance and Business Development Directorate, contributing to critical work and supporting teams as they shape the future. You'll be responsible for driving seamless administration, collaborating with our other Directorate Admin Support to bring ambitious, cross-directorate initiatives to life. This is an opportunity to not only build valuable skills but to grow and make a real impact every day.What do we offer?o Hybrid working - offering flexibility to work predominantly from home with the opportunity to be office based should you prefer, or if business needs require ito 27 days leave (increasing with length of service) plus 8 bank holidayso Opportunities for developmento Active wellbeing and inclusion networkso Excellent pensiono Various salary sacrifice schemeso Employee Assistance programme, offering free 24/7 support for you and your loved oneso Access to a wide range of benefits and high street and online discountsMain duties of the job Dealing with enquiries from internal and external contactsappropriately which maybe sensitive and confidential information. Develop and maintain effective information management systems. This will include developing and maintaining a shared reference,information and filing system both in paper and electronic form as appropriate. Assist in the distribution of information including the confidential documents. Undertaking the preparation of documents as requested including letters, reports and email correspondence some of which may includeconfidential information. Planning, arranging and attending meetings as requested. This includes agenda co-ordination, minute taking and dissemination of agendas and minutes, ensuring action points are recorded. The booking of travel, accommodation and ordering of refreshments for meetings and reception of external visitors as appropriate. Assisting in the administration of directorate wider business events or meetings by undertaking a wide range of duties Acting independently and being able to work as part of a team. Ability to monitor own workload and prioritise activities and take responsibility for self-management and to identify personal development needs to the benefit of the business. Contributing to a culture of continuous improvement, customer and service excellence About usHere at the NHS Business Services Authority (NHSBSA), what we do matters.We manage the NHS Pension scheme, process prescription payments and much more. Our services are used by NHS organisations, contractors and the public: we're proud to be part of something meaningful, that touches millions of lives.We design our services around customer needs and place people at the heart of our organisation. That's why when you join us, you'll be empowered and supported to help your career grow.As one of the UK's Best Big Companies to work for, we're connected to our values: Collaborative, Adventurous, Reliable and Energetic. We care about our people, our purpose, and your progress.We strive to offer a fantastic colleague experience, where every colleague is heard, supported and respected. Wellbeing, diversity and inclusion is at the centre of this, and you can join our Lived Experience Networks who help us bring our authentic selves to work.We're committed to being a flexible employer and we try to offer a working pattern that suits you where possible, through hybrid working, flexible hours and more.Alongside a competitive salary with pay progression, we offer a people-centric benefits package, connecting you to the rewards and benefits you value most!Ready to join us in delivering business service excellence to the NHS, helping people live longer, healthier lives? Apply today and see where the NHSBSA can take you.We are people connected to care.Job descriptionJob responsibilitiesIn this role, you are accountable for1. Answering and responding to telephone and email enquiries appropriately. Dealing with enquiries from internal and external contacts appropriately which maybe sensitive and confidential information.2. Develop and maintain effective information management systems. This will include developing and maintaining a shared reference, information and filing system both in paper and electronic form as appropriate.3. Assist in the photocopying and distribution of information including the confidential documents.4. Undertaking the preparation of documents as requested including letters, reports and email correspondence some of which may include confidential information.5. Planning, arranging and attending meetings as requested. This includes agenda co-ordination, minute taking and dissemination of agendas and minutes, ensuring action points are recorded.6. The booking of travel, accommodation and ordering of refreshments for meetings and reception of external visitors as appropriate.7. Assisting in the administration of directorate wider business events or meetings by undertaking a wide range of duties to include but not limited to: typing of relevant papers, producing attendance lists, subsequent records and photocopying information.8. General office duties such as photocopying and preparing information utilising relevant software applications where required, and circulating documents.9. Acting independently and being able to work as part of a team. Need to monitor own workload and prioritise activities and take responsibility for self-management and to identify personal development needs to the benefit of the business.10. Contributing to a culture of continuous improvement, customer and service excellence by adhering to agreed procedures and making suggestions for improvements.11. Adopting the Authority Values and Behaviours and exhibits these in working practices12. Using the ORO system to facilitate the identification, delivery and evaluation of personal training and development activities.Person SpecificationQualificationsEssential Minimum 5 GCSE's Grade C (or equivalent) including English. Desirable Administration qualification, ie NVQ level 3 or equivalent, ECDL Personal Qualities, Knowledge and SkillsEssential Good standard of computer literacy including Email Databases Experience of using Word and Excel Experience of using office equipment Able to use and produce power point presentations Good understanding of computerised office systems. Able to continually prioritise workload Able to produce accurate work at a high volume Able to work on own initiative. Flexible approach to work. Able to communicate and engage well at all levels. Team worker, friendly. Customer driven Excellent telephone manner. Discreet, confidential, organised. Desirable Ability to multi-task Ability to work to tight deadlines ExperienceEssential Significant administration experience in a busy office environment Experience of working within deadlines in a pressured environment When applying for this role, please read the Supporting Documents on the apply page.

Created: 2025-07-10