NHS AfC:
Band 3ContractPermanentHours Full time - 37.5 hours per week Job ref 914-BSA7374341 Site Stella HouseTown Newcastle upon TyneSalary £24,937 - £26,598 Per annumSalary period YearlyClosing 19/08/2025 23:59
Job overview
Are you organised and experienced in administration? Do you enjoy supporting teams and keeping things running smoothly? We’re looking for a Project Administration Assistant to join our Portfolio Management Directorate. This is a great opportunity to support our projects contributing to NHS services, patients and the public.
About the role
Our Project Administration Assistants support the delivery of our change portfolio through a range of admin tasks that help project teams work efficiently.
You’ll organise meetings, produce minutes, manage documents, update systems and work closely with Project and Programme Managers, following the NHSBSA’s Project Management Framework.
Who we're looking for
We’re looking for someone organised, confident with Microsoft Office tools and able to build strong working relationships.
You should have experience delivering quality admin support and be comfortable engaging with stakeholders at all levels. Experience in project environments is helpful, but not essential.
What do we offer?
1. 27 days leave (increasing with length of service) plus 8 bank holidays
2. Flexible working (we are happy to discuss options such as compressed hours)
3. Flexi time
4. Hybrid working model
5. Career development
6. Active wellbeing and inclusion networks
7. Excellent pension
8. NHS Car lease scheme
9. Access to a wide range of benefits and high street discounts!
Main duties of the job
10. Organise and support meetings, including scheduling, circulating papers, and producing accurate minutes and action logs.
11. Maintain project registers (risks, issues, actions) and work with stakeholders to gather updates.
12. Ensure project documents are stored, version controlled and accessible to the right people.
13. Keep project management tools and trackers up to date with accurate data.
14. Provide administrative support with logistics, travel bookings and purchase orders.
15. Support quality assurance processes and help prepare documentation for project reviews.
Working for our organisation
Here at the NHS Business Services Authority (NHSBSA), what we do matters.
We manage the NHS Pension scheme, process prescription payments and much more. Our services are used by NHS organisations, contractors and the public: we’re proud to be part of something meaningful, that touches millions of lives.
We design our services around customer needs and place people at the heart of our organisation. That’s why when you join us, you’ll be empowered and supported to help your career grow.
As one of the UK’s Best Big Companies to work for, we’re connected to our values: Collaborative, Adventurous, Reliable and Energetic. We care about our people, our purpose, and your progress.
We strive to offer a fantastic colleague experience, where every colleague is heard, supported and respected. Wellbeing, diversity and inclusion is at the centre of this, and you can join our Lived Experience Networks who help us bring our authentic selves to work.
We’re committed to being a flexible employer and we try to offer a working pattern that suits you where possible, through hybrid working, flexible hours and more.
Alongside a competitive salary with pay progression, we offer a people-centric benefits package, connecting you to the rewards and benefits you value most!
Ready to join us in delivering business service excellence to the NHS, helping people live longer, healthier lives? Apply today and see where the NHSBSA can take you.
We are people connected to care.
Detailed job description and main responsibilities
In this role, you are accountable for
Project Delivery:
• Work in accordance with the NHSBSA Project Management Framework, and both internal and external assurance frameworks as appropriate.
Monitoring and Reporting:
• Assist in maintaining project controls and in producing project reports.
• Maintain up-to-date data within the project and programme management tool.
Administration and Document Management:
• Assist with project file management using robust version control.
• Organise and provide secretariat support for key project meetings such as Project and Programme Boards; business case, risk and issue, benefit workshops including meeting set up, capturing outputs and any required follow-up.
• Circulate meeting packs and documents in advance of meetings.
• Circulate actions, decisions and minutes post meeting and update project registers.
Stakeholder Engagement and Communications:
• Work with stakeholders to gather updates against agreed actions, risks and issues.
Financial Control:
• Assist with administrative function for programme team, including travel bookings, expense claims and purchase orders.
• Ensure all expenditure is governed in accordance with NHSBSA Standing Financial Instructions and DHSC / Cabinet Office spend controls.
Risk and Issue Management:
• Assist with and maintain risk and issue logs, escalating as appropriate.
• Update project registers as required.
Quality and Assurance:
• Assist with the quality review process for project products.
• Assist with gathering the supporting documentation required for project gateway reviews.
Person specification
Personal Qualities, Knowledge and Skills
Essential criteria
16. Ability to build relationships with stakeholders and be a collaborative team player
17. A proactive mindset and approach
18. IT skills: MS Office 365 suite, MS Teams, MS Project, MS SharePoint etc
Desirable criteria
19. Evidence of proactive continued professional development
20. Awareness of the fundamental project management processes (e.g., risk, budget and benefit management)
Experience
Essential criteria
21. Track record of providing high quality administrative support
22. Experience of liaising and communicating with stakeholders at various levels
23. Experience of working in an environment where adherence to standards needs to be met
Desirable criteria
24. Experience of working as part of a project team
25. Experience of working within Agile / Waterfall / Hybrid Project Management methodologies
Qualifications
Essential criteria
26. Level 2 qualification in literacy and numeracy
Desirable criteria
27. Level 3 business administration or equivalent or relevant experience
28. Specialist Project Management qualification e.g., APM Fundamentals, PRINCE2 Foundation
The NHSBSA is passionate about creating a diverse and inclusive organisation, which is a great place to work and truly reflects the diversity of our customers. We welcome applications from talented people of diverse characteristics including age, disability, gender identity and expression, race or ethnicity, religion or belief, sexual orientation, or any marginalised group. We also welcome applications from all those in the Armed Forces Community.
At the NHSBSA we pride ourselves on being a Disability Confident Leader, Stonewall Top 100 employer and we’ve recently been awarded the Employers Network for Equality and Inclusion Gold Standard benchmark.
We offer an invitation to the first stage of the selection process for people with disabilities that wish to be considered under the Disability Confident scheme, and for members of the Armed Forces Community, where all of the essential criteria in the person specification are met.
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