Administration Assistant (Directorate Secretary)

York and Scarborough Teaching Hospitals NHS Foundation Trust; York and North Yorkshire; On-site; GBP 20,000 - 25,000; Full time

Job summary

A healthcare organization in York and North Yorkshire is seeking an enthusiastic Administration Assistant / Directorate Secretary. The role supports daily operations, requires GCSE qualifications, and at least 6 months of relevant experience. Ideal candidates are organized, possess strong communication skills, and can work effectively under pressure. Competitive benefits include NHS pension, generous holidays, and relocation support.

Benefits

Access to NHS Pension Scheme

Generous holiday allowance

Relocation package up to £18k

Employee Assistance Programme

Learning and development opportunities

Qualifications

• Minimum of 6 months secretarial or administrative experience, preferably in a healthcare setting.
• Ability to manage time and workload efficiently.
• Attention to detail and accuracy in communication.

Responsibilities

• Provide full secretarial service to managers, including diary management.
• Take minutes in meetings and produce accurate documentation.
• Handle HR/Payroll documentation for staff.

Skills

Organisational skills

Communication skills

Teamwork

Education

GCSE Grade C or above (including Maths and English)

Tools

Microsoft Office

ECDL Qualification

Job description

York and Scarborough Teaching Hospitals NHS Foundation Trust

Administration Assistant (Directorate Secretary)

The closing date is 27 November 2025

We are looking for an enthusiastic and dynamic individual to join the Administration Team as an Administration Assistant / Directorate Secretary.

The role is very varied and will involve supporting the day to day running of the services within Medicine Care Group.

The post holder must be educated to GCSE grade C or above (including Maths and English) or equivalent and be able to demonstrate excellent computer/IT skills to include Microsoft Office Packages.

You must also have a minimum of 6 months secretarial or administrative experience, preferably in a healthcare setting.

Our successful candidate will be required to work well under pressure, with the ability to prioritise the demands of a busy office and manage their time and workload efficiently. You will also be willing to be adaptable and flexible to meet the needs of this very busy service.

We are looking for an individual that can work to high standard, who pays attention to detail and accuracy and has good written and oral communication skills as well as possessing excellent telephone communication skills.

Main duties of the job

This list is not extensive.

• Full secretarial service to a specified group of managers, including electronic diary management.
• Minute taking in meetings and production of accurate minutes and notes.
• Minute taking from recorded Teams meetings and production of accurate minutes and notes.
• HR/Payroll documentation for care group staff.
• The role also includes covering for colleagues during periods of absence due to sickness or annual leave.
• Arranging travel and rail tickets.
• Ordering and collecting paper case notes.

About us

For further information about what it is like to work for our Trust, please visit:

Working for the organisation section

We offer a range of benefits to support our staff including:

Access to the NHS Pension Scheme, providing generous benefits upon retirement, as well as a lump sum and pension for dependants

27 days holiday rising to 33 days (depending on NHS Trust service)

A generous relocation package of up to 30% of salary (capped at £18k) to support with relocation expenses for hard to fill positions where relocation would be an expectation to undertake the role fully. If you would like to discuss a potential relocation package, please speak to the recruiting department/manager.

A variety of different types of paid and unpaid leave covering emergency and planned leave

Confidential advice and support on personal, work, family and relationship issues, 24/7, from our Employee Assistance Programme

NHS Car Lease scheme and Cycle to Work scheme

An extensive range of learning and development opportunities

Discounts on restaurants, getaways, shopping, motoring, cinema and finance from a range of providers

For further information on the fantastic range of benefits we offer please visit the Trust's dedicated Staff Benefits pages.

Job responsibilities

A full description of the role is available in the attachment: job description.

Please note that if a high number of applications are received this advert may close early. You are advised to submit your application at the earliest opportunity.

Working for the Trust

Across our organisation, people are guided by values that were co-developed with staff: we are kind; we are open; and we pursue excellence.

Our values play into our ambition to develop a more diverse workforce, truly representative of our communities. We welcome applications from everyone, while working with our Staff Networks - including our Race Equality, LGBTQ+, Disability and Carers Networks - to increase the number of applications we receive from different backgrounds. If there is anything we can do to make our application process more accessible to you, please contact: [e-mail].

As part of seeking to become more inclusive, we will consider requests for flexible working from the start of your employment. It may not be suitable for every role, but we will try and be supportive where we can. We would encourage you to speak to the recruiting manager named within this advert to discuss any requirements you may have.

Armed Forces Friendly Employer

We are holders of the Gold Award from the Defence Employer Recognition Scheme, which is helping actively promote SaBRE - Supporting Britains Reservists and Employers. This means that we have made a statement of intent to support all Defence personnel, including with applications for employment.

Person Specification

Knowledge, Training & Experience

• Educated to GCSE Level or equivalent. Maths and English at C or above - or equivalent qualification/demonstrable experience.
• Previous Secretarial/ Administrative experience (6 months minimum)
• Previous experience of Supervising others/ the work of others
• Experience of dealing with confidential information
• ECDL Qualification
• Previous Administrative experience, preferably in an NHS environment

Skills

• Able to organise and prioritise own workload
• Possess a range of communication skills
• Able to function effectively as part of a Team

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 name

York and Scarborough Teaching Hospitals NHS Foundation Trust