About this role
Job summary
We are looking for a highly organised and proactive Administration Assistant (Band 3) to join our Adult Community Healthcare team.
In this role, you will provide essential business and administrative support to a busy locality team, helping ensure services are delivered efficiently and to a high standard. You'll work closely with colleagues and managers, often acting as the first point of contact for stakeholders, requiring excellent communication and organisational skills.
This is a varied and fast-paced role where priorities can change, so flexibility and the ability to manage multiple tasks are key. This role also covers reception so the post holder will need to work at base.
Main duties of the job Main duties of the job
Provide comprehensive administrative and business support to the Adult Community Healthcare team Act as a first point of contact, responding to queries and liaising with staff and stakeholders Prepare and format letters, documents, templates, and spreadsheets Create and maintain spreadsheets including data entry and basic analysis Support the management of e-rostering systems, including shift changes, reporting, and leave tracking Maintain and update systems such as SystemOne and ESR, ensuring data accuracy Organise, attend and support meetings, including taking minutes and tracking actions Support recruitment processes, including uploading vacancies and onboarding new starters Manage and track mandatory training, audits, and compliance requirements Raise purchase orders, track stock levels, and support budget administration Maintain communication channels, ensuring key messages and updates are shared across the team Work collaboratively to resolve issues, escalating where appropriate Support training and development of junior administrative staff where required Build rosters on Optima
About us
NHFT is an NHS Community and Mental Health Foundation Trust, providing physical, mental health and specialty services in hospital settings and in the community. We provide over 200 services across the county - as well as some specialist services in bordering and nearby counties. We work together with our partners to ensure that everyone who comes through our doors receives compassionate, person-centred care, regardless of their background or circumstances.
NHFT promotes a culture of learning, to improve the care and safety of our patients and colleagues. We have achieved our 'outstanding' rating by encouraging opportunity, innovation, development and growth across our workforce.
At NHFT we believe that work should be rewarded in every sense which is why we are proud to an accredited living wage employer.
We aim to support financial wellbeing and create an environment where are people feel valued and able to thrive.
Job description Job responsibilities
For further information on the advertised role, please refer to the job description located under the Supporting Documents heading. The full person specification can be accessed under the About You Section of the document.
Person Specification
Key Responsibilities Essential
Creation of spreadsheets including basic tables, order data and basic formulas Letter and document formatting, including creation of templates, embedding documents, and adding links
Desirable
Administration of the e-roster system including data input, amendment to shifts, change in availability, booking shifts, calculating annual leave entitlement, running basic reports and the running of auto-roster
Knowledge and Expereince Essential
NVQ Level 3 Business Administration or equivalent
Desirable
Knowledge of project management / support including how to project Experience of working with e-roster software or equivalent
Skills and abilities Essential
Ability to use Microsoft Office packages effectively - Such as:- Excel, Outlook, Word Demonstrable effective time management skills
Desirable
Ability to take minutes
Behaviours and Values Essential
Give recent examples of focus on finding solutions Understand the importance of confidentiality and information governance
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 Northamptonshire Healthcare Foundation Trust
Address Green Lane Health Clinic
Chancery Lane
Thrapston
NN14 4JL
United Kingdom
Employer's website https://www.nhft.nhs.uk/ (Opens in a new tab)