Administration Assistant

NHS; London; Hybrid; GBP 25,000 - 35,000; Full time

Job summary

The NHS Counter Fraud Authority seeks an administrative support role based in London, requiring strong office administration skills and the ability to handle sensitive information. The position involves minute taking, managing enquiries, and preparing reports, with a commitment to diversity and fair recruitment practices.

Qualifications

• Proven experience in office administration.
• Ability to handle complex and sensitive information.
• Proficiency in Microsoft Office applications.

Responsibilities

• Minute taking and managing action logs.
• Overseeing general enquiries mailbox.
• Making travel and accommodation arrangements.

Skills

Office administration

Handling sensitive information

Communication

Problem-solving

Education

GCSE passes in Maths and English

NVQ Level 3 or similar

Diploma in administrative studies

Tools

Microsoft Office

SharePoint

TEAMS

Job description

The NHS Counter Fraud Authority (NHSCFA) is the national body responsible for all matters relating to the prevention, detection, and investigation of economic crime across the NHS. Further information about our work and annual plan for delivering this is available on our website.

This role will be based in our London office for a minimum of 3 days a week.

Working within the Corporate Affairs Directorate, the postholder is responsible for providing administrative support across the organisation. Responsibilities include minute taking, maintaining action logs, managing the general enquiries mailbox, travel bookings, raising requisitions and purchase orders, obtaining quotes for goods, services, and stationery, transcribing audio interviews, preparing slide decks, collating data, and other related tasks.

Potential applicants can contact Shannon Cook at [e-mail] for an informal chat regarding the role.

We reserve the right to close this vacancy early if we receive a high volume of applications.

Interviews will be held online during the week commencing 2nd June.

Main duties of the job

1. Minute taking at meetings, projects, and working groups, including managing associated action logs and monitoring progress.
2. Overseeing the general enquiries mailbox and other shared mailboxes, reviewing queries, and responding or redirecting as appropriate.
3. Handling information from internal and external stakeholders, reviewing content, requesting further information, and coordinating responses, including managing complex and sensitive data requests.
4. Making travel and accommodation arrangements for the organisation, ensuring value for money.

About us

This role is based in London and offers flexible, hybrid working options, including office and home-based arrangements. Working in London may attract a High-Cost Area Supplement where applicable. The NHSCFA values diversity and is committed to fair recruitment practices. We welcome applications regardless of age, disability, gender, race, ethnicity, religion, sexual orientation, or other personal circumstances. We ensure reasonable adjustments are available for applicants with disabilities. Applicants should have approval for secondment if applicable. Please note, NHSCFA does not hold a sponsor license for skilled worker visas.

Job responsibilities

• Obtaining quotes, raising requisitions, and purchase orders for goods, services, and stationery, including completing Goods Received Notices and maintaining financial records.
• Transcribing audio interviews conducted by the National Investigation Team and LCFS/Complaints Officer.
• Preparing slide decks for the Senior Management and Leadership Team, liaising with digital designers to ensure timely completion.
• Collating information, statistics, and data to prepare reports as directed.
• Extracting information from reports and presenting it in various formats.
• Using web-based and internal systems effectively.
• Please see the full Job Description and Person Specification for more details.

Person Specification

Knowledge and Experience

• Proven experience in office administration.
• Experience in handling detailed, complex, and sensitive information/data.
• Ability to review queries and respond or escalate appropriately.
• Proficiency in Microsoft Office applications.
• Experience with requisitioning, purchase orders, and financial systems like Integra.
• Familiarity with SharePoint and TEAMS.

Specialist Knowledge

• Knowledge of GDPR and managing confidential data.
• Understanding of equal opportunities and diversity principles.
• Experience supporting senior managers, including diary management and minute-taking.
• Ability to collate complex data accurately.
• Problem-solving skills for non-routine issues and developing procedures.
• Awareness of counter-fraud and corruption legislation in the public and private sectors.

Qualifications

• GCSE passes in Maths and English or equivalent.
• NVQ Level 3 or similar in relevant subjects, or equivalent experience.
• Diploma in administrative studies or related discipline.

Communication Skills

• Effective communication with colleagues on departmental matters.
• Ability to convey complex administrative information clearly.
• Maintaining positive relationships with stakeholders.
• Motivated to achieve objectives.
• Skilled in communicating sensitive or contentious information persuasively and negotiating where necessary.