About this role
Job summary
To provide comprehensive administrative support to the Information Governance (IG) and Emergency Preparedness, Resilience and Response (EPRR) functions, supporting the effective coordination, organisation and delivery of governance and resilience activities across the Trust.
The postholder will undertake a range of routine and non-routine administrative duties, including document and multiple mailbox management, meeting coordination, data handling, and system administration, ensuring accurate and timely support to enable compliance, assurance, and organisational resilience.
The role will contribute to the efficient running of the Governance service by supporting both IG and EPRR workstreams, covering suitable activities as and where needed in order to maintain service delivery in both IG and EPRR workstreams.
Main duties of the job
Provide day-to-day administrative support to the IG and EPRR functions, ensuring activities are delivered in a timely and organised manner.
Arrange and coordinate meetings, including scheduling, agenda development, and circulation of papers.
Provide administrative support to IG processes such as incident logging, audits, training records and compliance monitoring.
Support onboarding processes within the Governance team (e.g. access requests, equipment, induction materials).
About us
Please be aware that East of England Community Health and Care NHS Trust will never ask applicants to pay fees at any stage of the recruitment process, including job applications, sponsorship arrangements, or employment offers. All recruitment communications and job applications should only be made through our official careers website and published contact details.
If you receive a suspicious job offer or recruitment-related communication, do not make any payments, share personal information, or provide identity documents. We encourage you to report the matter to your local police or relevant law enforcement agency. Any concerns relating to potential recruitment fraud should also be reported to our Local Counter Fraud Specialist (LCFS) as soon as possible.
Job description Job responsibilities
Manage shared inboxes, prioritising and responding to routine enquiries, escalating where appropriate.
Prepare, format and distribute documentation including reports, spreadsheets, presentations and policies.
Maintain accurate electronic and paper filing systems in line with records management standards.
Support document control processes, including version control, archiving and retention in accordance with Trust policies.
Attend meetings to take accurate minutes, record decisions, track actions and ensure follow-up activity is recorded and progressed.
Maintain action logs, risk logs and tracker documents (including decision logs) for IG and EPRR workstreams.
Support the maintenance of governance systems, databases and registers (e.g. IG training, DPIA trackers, information asset registers).
Respond to routine IG queries, providing basic guidance and signposting in line with established procedures, escalating more complex matters.
Assist with the updating of intranet pages and public-facing information to ensure accuracy and accessibility.
Provide administrative support to the EPRR programme, including maintenance of plans, contact lists and documentation.
Support business continuity and incident response processes, including document updates, distribution and version control.
Assist in coordinating training sessions, exercises and events relating to emergency preparedness.
Maintain databases, distribution lists and communication systems to support emergency planning arrangements.
Assist with procurement processes, raising orders and tracking expenditure in line with Trust systems.
Support audits, surveys and service improvement work within own area.
Liaise with internal and external stakeholders, including NHS partners and system organisations, responding to routine communications.
Person Specification
Qualifications & Training Essential
NVQ Level 3 Business Administration or equivalent experience GCSE English and Maths (or equivalent) Good IT skills (Microsoft Office)
Desirable
Training in Information Governance or EPRR NHS systems experience SystmOne experience Completed NHS Loggist training (or similar)
Experience Essential
Experience of working in an administrative role in a busy office environment Experience of organising meetings and taking minutes Experience of working with confidential and sensitiveinformation
Desirable
Experience within NHS or public sector Exposure to governance, compliance or emergency planning functions Experience working with the NHS Data Security & Protection Toolkit (DSPT) Experience working with NHS EPRR Core Standards
Skills, Abilities and Knowledge Essential
Good organisational skills with ability to prioritise workload High level of accuracy and attention to detail Ability to follow established procedures with occasional need to use initiative Competent IT skills including Word, Excel, Outlook Ability to manage multiple tasks and deadlines
Desirable
Knowledge of Information Governance principles Understanding of business continuity or EPRR
Communication Essential
Ability to communicate effectively with staff at all levels Good written and verbal communication skills Ability to handle routine enquiries professionally and sensitively
Personal and People Development Essential
Team player with collaborative approach Flexible and adaptable Professional and reliable Attention to detail
Personal Attributes / Behaviours Essential
Reliable, organised and proactive Able to work independently and as part of a team Able to deal with sensitive information appropriately Flexible and adaptable approach to work Collaborative and adaptable Commitment to confidentiality and wider information governance standards
Other Essential
Ability to travel if required Ability to work independently
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.
Employer details Employer name East of England Community Health and Care NHS Trust
Address Norwich Community Hospital
Bowthorpe Road
Norwich
NR2 3TU
United Kingdom
Employer's website https://www.eastofenglandcommunityhealthandcare.nhs.uk/ (Opens in a new tab)