About this role
Job summary
An exciting opportunity has arisen for an organised and proactive Senior Administrative Officer to join the Chief Executives' Office. This varied role offers the chance to work at the heart of a busy, high-profile service, providing essential support that helps the office run smoothly.
You will play a key role in supporting complex administrative processes, coordinating meetings, maintaining accurate records, producing reports and papers, and acting as a key contact for internal and external stakeholders. The role calls for excellent communication and IT skills, strong attention to details, and the ability to manage competing priorities while handling sensitive information with discretion.
We are looking for someone with administrative experience in a complex organisation, ideally with experience supporting senior leaders and a good understanding of confidentiality, information governance, and NHS working practices. If you are calm, highly organised, and take pride in delivering a professional and reliable service, we would be delighted to hear from you.
Main duties of the job
Provide high-level administrative support to the Chief Executive's Office, helping a busy, high-profile service run smoothly, efficiently and professionally. Act as a key contact for senior leaders, staff and external stakeholders, handling enquiries with professionalism, discretion and sound judgement. Organise meetings and events, manage diaries, prepare papers, take minutes and ensure actions are followed up promptly. Draft and produce high-quality correspondence, reports and briefing papers, using strong written skills and digital confidence. Maintain accurate records and support good governance, handling sensitive information securely and confidentially. Support service improvement, provide cross-cover for colleagues and adapt quickly to changing priorities in a fast-paced team.
About us
North Bristol NHS Trust employs over 12,000 staff providing healthcare to the residents of Bristol, South Gloucestershire and North Somerset from our award-winning hospital building at Southmead. We are the regional Major Trauma Centre, and an internationally recognised centre of excellence in a range of services and major specialities. Our vision is that by enabling our teams to be the best that they can be, we will provide exceptional healthcare, personally delivered.
North Bristol NHS Trust values all people as individuals. We aim to be an anti-discriminatory organisation and are committed to building a team that represents a variety of backgrounds, perspectives, and skills. We welcome applicants from all underrepresented groups.
Job description Job responsibilities
Please refer to the attached job description for full details of the main duties and responsibilities that the post holder is required to undertake.
Provide comprehensive administrative and organisational support to the Chief Executives Office to help ensure the smooth running of services. Act as a first point of contact for internal and external enquiries, dealing with visitors, telephone calls and correspondence in a professional and confidential manner. Organise and support meetings, including diary management, scheduling, booking rooms, preparing agendas, circulating papers and taking accurate minutes. Draft, proofread and quality-check correspondence, reports, briefing notes and other formal documents for senior leaders. Maintain accurate electronic and paper records, ensuring information is handled securely and in line with data protection, confidentiality and governance requirements. Coordinate day-to-day office processes, follow up actions from meetings and respond to routine queries independently, escalating more complex issues where needed. Support the planning and coordination of events, travel arrangements and multi-stakeholder meetings across Group Headquarters and other sites. Process purchase orders, invoices and stationery requests, ensuring resources are managed efficiently and in line with procurement procedures. Work collaboratively with colleagues across the Executive Office, providing cross-cover during absences and supporting consistent administrative standards. Contribute to service improvement by supporting new systems, improving administrative processes and helping to maintain effective governance arrangements. Handle sensitive or sometimes distressing enquiries with discretion, empathy and professionalism. Manage competing priorities, use sound judgement and work independently in a busy and high-profile environment.
Person Specification
Education and qualifications Essential
NVQ Level 3 in Business Administration or equivalent experience
Desirable
Further training in administrative practice or governance
Knowledge, skills and abilities Essential
Advanced IT skills (particularly Microsoft Office) Strong organisational skills with exceptional attention to detail, even when working under constant interruptions. Minute-taking and document production skills Understanding of GDPR / FOI / confidentiality
Experience Essential
Significant administrative experience in a complex organisation Experience producing high-quality reports, papers and correspondence
Desirable
Experience supporting senior leaders
Personal qualities Essential
Professional, calm and diplomatic Ability to manage own workload and support others under pressure Ability to work independently, exercise sound judgment, and manage competing priorities Highly effective organiser with a structured approach to tasks
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details Employer name Bristol NHS Foundation Trust
Address NBT/UHBW - from late 2026 the Trust Headquarters will move to St James Court
Bristol
BS10 5NB
United Kingdom
Employer's website https://www.nbt.nhs.uk/ (Opens in a new tab)