Main area Administration Grade NHS AfC: Band 5 Contract Permanent Hours Full time - 37.5 hours per week (Monday to Friday) Job ref 335-A-1890
Employer East Midlands Ambulance Service NHS Trust Employer type NHS Site Horizon Place Town Nottingham Salary £31,049 - £37,796 per annum Salary period Yearly Closing 02/11/2025 23:59
Senior Administrative Support Officer
NHS AfC: Band 5
We are East Midlands Ambulance Service (EMAS), an organisation focused on delivering a high standard of emergency and urgent care to our patients across the region.
The East Midlands Ambulance Service NHS Trust (EMAS) provides Emergency, Urgent and Non-Emergency pre-hospital care and transport across six counties (Derbyshire, Nottinghamshire, Lincolnshire, Leicestershire & Rutland and Northamptonshire).
Job overview
An exciting opportunity has arisen for a Senior Administrative Support Officer to join our executive services admin team to provide an effective, comprehensive and confidential level of support to our executive team of directors.
The postholder must possess excellent organisational skills, be able to communicate effectively and build relationships with a variety of stakeholders.
You should have substantial work experience gained within a clerical/administration role and have excellent attention to detail with the ability to produce accurate work.
You will need excellent written and verbal communication skills, strong organisational and problem-solving skills, and enjoy working in a busy environment.
As someone who can quickly build strong working relationships, you will be a key member of our team. Whilst it is likely that the successful candidate does have experience in a number of the required areas, your aptitude, motivation and delivery focus are just as important as your current skill set.
There is an opportunity in this role to further develop your existing administrative skills through gaining an NVQ in Business Administration and/or supervision.
We are happy to discuss a flexible approach to working arrangements and hours with the successful applicant. Hours are full-time and based at our nottingham office with occasional home/remote working by arrangement.
Main duties of the job
To ensure efficient administrative support is provided to meetings of Board Committees sub-groups, the Executive Team and other corporate meetings as required by designated Directors. To provide a high standard, comprehensive and confidential diary and administrative support to the wider Executive Team. Provide line management to the reception team including the coordination of the reception/switchboard function. Also to co-ordinate the wider team Admin function with inbox and calendar to maximise effectiveness, ensuring the successful running of the executive services administrative function
Working for our organisation
We are East Midlands Ambulance Service (EMAS), an organisation focused on delivering a high standard of emergency and urgent care to our patients across the region.
The East Midlands Ambulance Service NHS Trust (EMAS) provides Emergency, Urgent and Non-Emergency pre-hospital care and transport across six counties (Derbyshire, Nottinghamshire, Lincolnshire, Leicestershire & Rutland and Northamptonshire).
Detailed job description and main responsibilities
1. Be responsible for the management of the team’s Admin calendar, inbox and workplan to ensure sufficient resource is provided to administer all administrative tasks and subgroup meetings for which the team is responsible.
2. To provide meetings administration service to subgroups of the Trust Board committees, including clearing of papers and issuing agenda and reports, as well as maintaining the work programme.
3. To provide meetings administration service to the Trust Board which will include attendance at Trust Board to take the minutes.
4. To support the Head of Executive Services in promoting good standards of corporate governance, administration and minute taking.
5. Provide a complete admin support service to the Executive Director team including organising travel arrangements, proactively managing diaries and e-mail accounts, dealing with actions from meetings and application of e-signatures.
6. To deal effectively with highly confidential and sensitive issues, maintaining confidentiality at all times. Job Title Senior Administrative Support Officer A4C Band 5 Accountability Associate Director of Corporate Services Review Date This job description is subject to periodic revision following discussion with the post holder - 2 – September 2025
7. To work efficiently and flexibly within the Executive Services office team, maintaining a highly professional level of support within the team environment, and providing assistance and cover where necessary.
8. To build effective working relationships both with internal and external stakeholders both in person and virtually to take into account the nature of different working arrangements.
9. To draft documents and correspondence on behalf of the Executive Directors and to format documents, such as letters and presentations, as required.
10. To screen Executive Directors’ emails for meeting requests and action appropriately, always maintaining awareness of confidentiality
11. To maintain the diaries of Executive Directors, organise meetings and arrange appointments as required, booking rooms and arranging and providing refreshments where appropriate.
12. Responsible for overall management of the Executive Directors’ Business Continuity On-Call Rota.
13. Ensure that a secretarial support service is provided to Non-Executive Directors as required where cover is necessary in the absence of other team members.
14. Utilise IT applications as appropriate to provide efficient and effective support to the Executive Directors.
15. Develop and maintain effective filing and bring forward systems within the Secretarial Drive.
16. Support the management of cost by maintaining detailed records which underpin financial transactions authorised from the Office of the Chief Executive budget.
17. Line management of the reception staff, coordinating activities to ensure maximum effectiveness.
18. Monitor performance of the reception staff and manage annual leave, sickness, disciplinary and performance issues in line with Trust policies and the effective delivery of service.
19. Ensure all direct reports receive performance reviews and that personal development plans are in place and reviewed on at least an annual basis.
20. Review administrative processes on a continuous basis and make recommendations for improvements.
21. Be able to travel easily to other bases across the EMAS geographical area where required to be able to support meetings and administrative tasks.
22. Any other reasonable duties assigned by the Head of Executive Services within the level of responsibility and scope of the post.
Person specification
Qualifications
* Degree Level education or evidenced experience of skills required for the role
* GCSE, ‘O’ Level Standard or equivalent qualifications in English Language and Mathematics
Experience
* Proven track record in an admin role to a senior Executive and of supervising a team
* Experience of providing administration/secretarial support to large and complex meetings
Knowledge and Skills
* Ability to take and transcribe minutes of meetings effectively both in person and virtually
* Advanced understanding of Microsoft Office software, including Outlook, Word and Excel packages. Touch typing proficiency and accurate use of word processing software
* Demonstrates effective communication skills, both verbally and in writing
* Demonstrates effective skills in supervision and line management of staff
The East Midlands has a lot to offer:
Making a Difference
Action Packed Roles
Support and Belonging
Note on Covid-19 Vaccination status:
It is a clear professional responsibility of all health care staff to be vaccinated. EMAS NHS Trust therefore encourages and supports all employees to be vaccinated as it remains the best line of defence against COVID 19.
Accessibility
If you have any accessibility requirements at any point during the recruitment process, then please contact the recruiting manager.
If you haven’t heard back from us within eight weeks of the closing date please consider your application unsuccessful.
Due to the high volume of applications received we are unable to provide updates on the progress of applications and only successful candidates at shortlisting stage will be contacted, regrettably feedback will not be provided. If you are unsuccessful at this stage please refer back to the job description, person specification and advertised requirements for ways to improve your future applications.
Internal candidates applying for vacancies must have completed their probationary period (stated within your contract) at point of application.
East Midlands Ambulance Service NHS Trust is an equal opportunities and Disability Confident employer,committed to ensuring equality of opportunity. We actively encourage interest from across our diverse communities. Black and Minority Ethnic staff are currently under-represented within our workforce, and we welcome applications from within these communities.
We are keen to promote a positive work-life balance. We recognise the importance of being able to spend quality time with family and friends and to engage in your own personal interests outside of work, which alongside work helps us to lead healthy and fulfilling lives. We are committed to embedding the NHS People Promise to support colleagues to work flexibly in a way that works for our patients, for us and for you. Many of our staff already work flexibly in many different ways, including job share, part-time or other flexible working patterns. Please talk openly to us at interview about flexible working opportunities. In addition, if a role is advertised as home based, we remain committed to supporting flexibility around workplace locations, so please talk to us about the options available to you. If it works for our service, we will do our best to make it work for you.
At EMAS we believe that our culture should be built upon our core values and that our behaviour should reflect these. Our values – respect, integrity, contribution, teamwork and compassion - underpin everything we do – how we deliver our services and how we work with each other. We believe that it’s our people who make EMAS what it is.
Our Vision -Respondingto patient needs in the right way,developingour organisation to become outstanding for patients and staff, andcollaboratingto improve wider healthcare.
Please note we reserve the right to withdraw this vacancy if an internal member of staff on our redeployment register expresses an interest and is successful for this vacancy, or if a sufficient number of applications is received.
Please be aware if you are applying for a Frontline role, an Enhanced DBS clearance check will be required, and depending on the nature of other non-patient facing roles this check may also be required if offered a position with EMAS (Al l spent and unspent convictions must declared).
If you are not part of the update service, you will be liable for the payment and this will be deducted from your first months’ salary. The current cost of an enhanced DBS check is £55.38.
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