Administration Assitant

University Hospitals Bristol NHS Foundation Trust; Bristol; On-site; GBP 22,000 - 27,000; Full time

Job summary

A leading healthcare provider in the UK seeks an enthusiastic Administration Assistant for the Safety Department. This Band 3 position requires effective organizational and communication skills, as you will support health and safety compliance across the Trust. Responsibilities include managing diaries, taking minutes, and assisting with training administration. With a commitment to staff well-being and development, this is an excellent opportunity to join an award-winning Trust committed to patient care and employee satisfaction.

Benefits

Flexible working options

Career development support

Well-being initiatives

Qualifications

• Ability to take and transcribe minutes accurately.
• Strong ability to prioritise workload effectively.
• High discretion level and confidentiality awareness.

Responsibilities

• Act as the first point of contact for queries.
• Manage diaries, schedule meetings, and take minutes.
• Maintain departmental records and document management.

Skills

Organisational skills

Communication skills

Problem-solving skills

Teamwork

Confidentiality

Education

Good standard of education (GCSE or equivalent)

Office administration qualifications (RSA Level 3, NVQ 3)

Tools

Microsoft Office (Word, Excel, Outlook)

Kallidus training system

SAP Ariba procurement system

Job description

As an organisation we recognise the value of a healthy work-life balance. When applying, speak to us about how we might be able to accommodate flexible working, so your work life fits around your home life.

We particularly welcome applications from Black, Asian and minority ethnic candidates as they are under-represented within the Trust.

Generative artificial intelligence (AI) describes algorithms that can be used to produce new content, including audio, code, images, text, simulations, and videos. It is developing all the time and is now being used as a support mechanism for all kinds of content-based creations. Please note the use of AI is monitored and if applicants have used it then they are required to declare this.

Job overview

We are looking for an enthusiastic Administration Assistant to join our Safety Department at the Education Centre. This is a Band 3 role on a fixed-term contract, working 22.5 hours per week. You will play a key part in supporting the department to maintain health and safety compliance across the Trust. If you have strong organisational skills, excellent communication, and enjoy working in a team environment, this could be the perfect opportunity for you.

Main duties of the job

As an Administration Assistant, you will provide essential administrative support to the Safety Department, including:

• Acting as the first point of contact for internal and external queries.
• Managing diaries, scheduling meetings, preparing agendas, and taking minutes.
• Maintaining departmental records and handling document management.
• Supporting training administration, including booking rooms, managing attendance records, and preparing materials.
• Assisting with procurement and stock control using Trust systems.
• Coordinating site inspections, logging actions, and reporting repairs.
• Providing support for incident investigations and routine health and safety queries.
• Organising your own workload and assisting with ad hoc projects as required.

Working for our organisation

University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) is one of the largest acute Trusts in the country, bringing together a combined workforce of over 13,000 staff and over 100 different clinical services across 10 different sites, serving a core population of more than 500,000 people across South West England. UHBW has been rated by the CQC as ‘Good’ overall and our staff are proud to deliver excellent care to the people of Bristol, Weston and beyond. As a forward-thinking multi-award winning Trust and a digital exemplar committed to improving patient care, our world‑leading research and innovations are having a positive local and global impact. Our hospitals are spread across Bristol and Weston, join us and you can enjoy the very best of both worlds; city living within a stone’s throw of the countryside or beside the seaside, both with easy access to all that the South West has to offer. UHBW is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. As an equal opportunities employer actively working towards a diverse workforce we aim to recruit and retain a workforce which represents the rich diversity of the local population at all levels and are committed to designing our services around the needs of individual patients and those around them. Anonymous information will be used from your application in order to ensure we’re meeting our pledge.

Detailed job description and main responsibilities

For a more detailed job description and main responsibilities, please refer to the job description document attached to this vacancy.

Person Specification

Essential Skills and Abilities

• Ability to take and transcribe meeting minutes accurately.
• Strong organisational skills and ability to prioritise workload.
• Ability to work independently and use own initiative.
• High level of confidentiality and discretion.
• Effective team player with good problem-solving skills.
• Excellent written and verbal communication skills with people at all levels.
• Proficient in Microsoft Office applications (Word, Excel, Outlook).

Knowledge and Experience

• Knowledge of secretarial or administrative procedures and systems.
• Familiarity with Kallidus training system.
• Experience with SAP Ariba procurement system.

Qualifications

• Good standard of education (GCSE or equivalent).
• Office administration and/or secretarial qualifications (RSA Level 3, NVQ 3, or equivalent experience).
• Highly computer literate.
• ECDL or other Microsoft Office qualifications (desirable).
• Effective communication with a wide range of stakeholders.
• Good time management and flexibility.
• Motivated to deliver consistent, high-quality service.

We hope that you will decide to join us and become part of this exciting journey, helping us to shape our future together.

We are committed to investing in and caring for all our staff. We will support you in maintaining and improving your health and wellbeing, as well as your career development through management and training support - developing exceptional people for exceptional careers.

UHBW is committed to safeguarding and promoting the welfare of children, young people, and vulnerable adults.

To comply with Part 7 of the Immigration Act 2016 all applicants must be able to speak fluent English to an appropriate standard which will be assessed at Interview.

If you require sponsorship for a visa to work in the UK, to avoid disappointment, please check to ensure you are eligible under the UKVI points based system.

The Trust uses electronic new starter forms on Trac to collect personal details. Information collected is securely stored and used to set up the employee record on the ESR HR system.

By applying for this post, you are agreeing to University Hospitals Bristol and Weston NHS Foundation Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job, information will also be transferred into the national NHS Electronic Staff Records system.

PLEASE BE AWARE OF SCAMS – unless specified above, we will only communicate with you via @recruit.trac.jobs or nhs.net e-mails and we will never ask you for any payments.

IMPORTANT:

Please note that if you apply for a position with this Trust, you may be contacted via Trac or via email. This includes invites for job interviews. We therefore recommend that you regularly check your Trac account and email accounts. We may also contact you by texting the mobile number, if provided, on the application form.

Due to the high number of applications that are received for some posts we may close this vacancy before the advertised closing date. Therefore, please apply for this post as soon as you can, if you are interested and you meet the requirements of the Person Specification.

Only those candidates who clearly demonstrate how they meet the person specification will be shortlisted for this job.

As a guide interviews should usually take place within 3 weeks of the closing date.

When providing employment reference details, please provide correct work‑related email addresses so references can be sought promptly when we are looking to progress your application. Your referee must all be known to you in a line manager or professional lead capacity.

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