• Job Description

  Req#: C9186-25-0612?language=en&page=74&sort=publicationDateDesc

  Job summary

  The Administrator is responsible for maintaining effective systems for the receipt, storage and distribution of all patient healthcare records.

  To ensure that robust and effective administrative systems are in place to provide the necessary support to complement the clinical effectiveness and provision of patient care within the unit.

  To provide cross cover and support for the Procurement Officer / Patient Bank Cashier/ E-Roster & Ward Clerk duties when necessary to ensure continuity of service during periods of absences and other admin colleagues as and when required.

  To provide administrative cover as and when necessary, that is commensurate with the role.

  Main duties of the job

  The position involves organising schedules, minute taking, organising meetings, coordinating information and IT systems.

  Set up and manage office systems efficiently and effectively in line with medical records requirements.

  About us

  #TeamNottsHC comprises over 11,000 dedicated colleagues who #MakeADifference every day. We deliver intellectual disability, mental health, community health, forensic, and offender healthcare services across Nottinghamshire, Leicestershire, Lincolnshire, and South Yorkshire. Our care is provided from over 200 sites, spanning community locations, acute settings, and secure environments, including prisons.

  We are one of the largest mental health and community Trusts in the East Midlands and one of Nottinghamshire's biggest employers. We also host national and regional services, such as the National High Secure Deaf Service and the Nottingham Centre for Transgender Health.

  We offer a variety of employee-led staff networks, including Equality, Diversity, and Inclusion (EDI) groups, the Green Champions network, the Freedom to Speak Up network, the Health and Wellbeing Champions network, and the Menopause Champions network. These networks play a vital role in supporting our diverse workforce and promoting a culture of inclusivity.

  The health and wellbeing of colleagues is a top priority. We invest significantly in this through our in-house occupational health and staff counselling services, supported by a dedicated Health and Wellbeing team.

  The Trust is committed to reducing its carbon emissions, with a specialised Energy and Environmental team working to ensure compliance with environmental legislation, enhance our environmental performance, and achieve our net-zero commitment.

  Details

  Date posted

  20 May 2025

  Pay scheme

  Agenda for change

  Band

  Band 3

  Salary

  £24,625 to £25,674 a year per annum (pro rata for part time)

  Contract

  Permanent

  Working pattern

  Full-time

  Reference number

  186-623-25-CS

  Job locations

  Arnold Lodge

  Cordelia Close

  Leicester

  LE5 0LE

  
  

  Job description

  Job responsibilities

  • Responsible for managing, maintaining and developing paper based and computer filing systems within the department
  • Responsible for adding correspondence and other documents to the
  • Electronic Single Health Care Record system.
  • Responsible for maintaining the Bed Management lists and producing weekly minutes of the Bed Management meeting.
  • To maintain the patient databases in accordance with Trust requirements.
  • Responsible for coordinating the response to all Subject Access
  • Requests within agreed timescales.
  • Create spreadsheets, display, and utilise data to produce graphs charts and reports from Microsoft Excel.
  • To ensure documentation standards are maintained by self.

  Please note applicants will be required to pay for their DBS check. Costs are deducted from salary following appointment. The cost of the DBS application is £26.40 (standard) or £54.40 (enhanced), this cost will be deducted from your salary over the first 2 months of employment.

  You are encouraged to enrol for the DBS Update Service. An annual fee of £16 per year applies.

  Job description

  Job responsibilities

  • Responsible for managing, maintaining and developing paper based and computer filing systems within the department
  • Responsible for adding correspondence and other documents to the
  • Electronic Single Health Care Record system.
  • Responsible for maintaining the Bed Management lists and producing weekly minutes of the Bed Management meeting.
  • To maintain the patient databases in accordance with Trust requirements.
  • Responsible for coordinating the response to all Subject Access
  • Requests within agreed timescales.
  • Create spreadsheets, display, and utilise data to produce graphs charts and reports from Microsoft Excel.
  • To ensure documentation standards are maintained by self.

  Please note applicants will be required to pay for their DBS check. Costs are deducted from salary following appointment. The cost of the DBS application is £26.40 (standard) or £54.40 (enhanced), this cost will be deducted from your salary over the first 2 months of employment.

  You are encouraged to enrol for the DBS Update Service. An annual fee of £16 per year applies.

  Person Specification

  Values

  Essential

  • All colleagues are expected to demonstrate at interview that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust, Honesty, Respect, Compassion, Teamwork

  Physical Requirements

  Essential

  • Requirement for sitting in a restricted position for a substantial proportion of the working time
  • There is the occasional requirement to set up meeting/training rooms

  Training

  Essential

  • Minute Taking
  • Knowledge of Microsoft Office

  Qualifications

  Essential

  • Knowledge of full range of Business and Administration procedures acquires through NVA Level 3 or proven practical experience
  • RSA/OCR level II or equivalent

  Desirable

  • ECDL

  Experience

  Essential

  • Relevant experience of an administrative role
  • Scheduling / Diary Management
  • Previous experience of working in an office environment
  • Ability to relate to wide range of people
  • Able to use own initiative within agreed protocols
  • Ability to work as an effective team member

  Desirable

  • Experience of working within the NHS

  Knowledge

  Essential

  • Maintain electronic records/information on computer

  Skills

  Essential

  • Excellent interpersonal / communication skills including written and oral skills
  • Administrative skills
  • Excellent telephone manner
  • Good numeracy and literacy skills
  • Understanding of Confidentiality
  • Able to work unsupervised
  • Good Organisational Skills

  Contractual Requirements

  Essential

  • Ability to travel between venues
  • Requirement to complete mandatory training

  Person Specification

  Values

  Essential

  • All colleagues are expected to demonstrate at interview that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust, Honesty, Respect, Compassion, Teamwork

  Physical Requirements

  Essential

  • Requirement for sitting in a restricted position for a substantial proportion of the working time
  • There is the occasional requirement to set up meeting/training rooms

  Training

  Essential

  • Minute Taking
  • Knowledge of Microsoft Office

  Qualifications

  Essential

  • Knowledge of full range of Business and Administration procedures acquires through NVA Level 3 or proven practical experience
  • RSA/OCR level II or equivalent

  Desirable

  • ECDL

  Experience

  Essential

  • Relevant experience of an administrative role
  • Scheduling / Diary Management
  • Previous experience of working in an office environment
  • Ability to relate to wide range of people
  • Able to use own initiative within agreed protocols
  • Ability to work as an effective team member

  Desirable

  • Experience of working within the NHS

  Knowledge

  Essential

  • Maintain electronic records/information on computer

  Skills

  Essential

  • Excellent interpersonal / communication skills including written and oral skills
  • Administrative skills
  • Excellent telephone manner
  • Good numeracy and literacy skills
  • Understanding of Confidentiality
  • Able to work unsupervised
  • Good Organisational Skills

  Contractual Requirements

  Essential

  • Ability to travel between venues
  • Requirement to complete mandatory training

  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

  Nottinghamshire Healthcare NHS Foundation Trust

  Address

  Arnold Lodge

  Cordelia Close

  Leicester

  LE5 0LE

  
  

  Employer's website

  https://www.nottinghamshirehealthcare.nhs.uk/ (Opens in a new tab)

  Employer details

  Employer name

  Nottinghamshire Healthcare NHS Foundation Trust

  Address

  Arnold Lodge

  Cordelia Close

  Leicester

  LE5 0LE

  
  

  Employer's website

  https://www.nottinghamshirehealthcare.nhs.uk/ (Opens in a new tab)

• About the company

  National Health Service (NHS) is the umbrella term for the publicly-funded healthcare systems of the United Kingdom (UK). The founding principles were that services should be comprehensive, universal and free at the point of delivery—a health service based on clinical need, not ability to pay. Each service provides a comprehensive range of health services, free at the point of use for people ordinarily resident in the United Kingdom apart from dental treatment and optical care.

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