Senior Administrative Officer – Chief Executives Office
Job Overview
An exciting opportunity for an organised and proactive Senior Administrative Officer to join the Chief Executive’s Office. The role involves supporting complex administrative processes, coordinating meetings, maintaining accurate records, producing reports and papers, and acting as a key contact for internal and external stakeholders. It requires excellent communication, IT skills, attention to detail, and the ability to manage competing priorities while handling sensitive information with discretion.
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.
Detailed Job Description And Main Responsibilities
* Provide comprehensive administrative and organisational support to the Chief Executive’s 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 criteria
* NVQ Level 3 in Business Administration or equivalent experience.
Desirable criteria
* Further training in administrative practice or governance.
Knowledge, Skills And Abilities
Essential criteria
* 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 criteria
* Significant administrative experience in a complex organisation.
* Experience producing high‑quality reports, papers and correspondence.
Desirable criteria
* Experience supporting senior leaders.
Personal qualities
Essential criteria
* Professional, calm and diplomatic.
* Ability to manage own workload and support others under pressure.
* Ability to work independently, exercise sound judgement, and manage competing priorities.
* Highly effective organiser with a structured approach to tasks.
Equality, diversity and inclusion
North Bristol NHS Trust is committed to equality of opportunity, to being fair and inclusive, and to being a place where we all belong. We particularly encourage applications from candidates who are currently underrepresented in our workforce at Band 8a and above, including people from Black, Asian and minority ethnic backgrounds, disabled people and LGBTQIA+ people. The successful applicant will normally commence at the minimum of the scale unless they have previous NHS service at the same band. Progression through the scale is by annual increments.
Pre‑employment checks
Please note that stringent pre‑employment checks are undertaken on all successful applicants prior to commencement in post.
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