Administration Assistant (Directorate Secretary)

NHS; York and North Yorkshire; On-site; GBP 24,000 - 27,000; Part time

Job summary

A healthcare provider is seeking an enthusiastic Administration Assistant / Directorate Secretary to support the day-to-day operations within their Medicine Care Group. The ideal candidate will possess excellent communication and IT skills, along with previous administrative experience, particularly in a healthcare setting. This is a part-time, permanent role based in York, offering a salary of £24,937 to £26,598 pro rata, along with various benefits such as NHS pension scheme and generous holiday entitlement.

Benefits

Access to NHS Pension Scheme

Generous holiday allowance

Relocation package up to 30% of salary

Employee Assistance Programme

Cycle to Work scheme

Discounts on services and products

Qualifications

• Must have GCSE grades C or above in Maths and English.
• Minimum of 6 months secretarial or administrative experience.
• Must work well under pressure and efficiently manage time.

Responsibilities

• Provide full secretarial service to specified managers.
• Take minutes in meetings and produce accurate notes.
• Arrange travel and manage HR documentation.

Skills

Excellent computer/IT skills

Written and oral communication skills

Ability to organise and prioritise workload

Team collaboration

Education

GCSE grades C or above including Maths and English

Tools

Microsoft Office

Job description

Job Summary

We are looking for an enthusiastic and dynamic individual to join the Administration Team as an Administration Assistant / Directorate Secretary. The role is varied and will involve supporting the day‑to‑day running of services within the Medicine Care Group.

Post holders must have GCSE grades C or above (including Maths and English) or equivalent, and be able to demonstrate excellent computer/IT skills, including Microsoft Office packages. A minimum of 6 months of secretarial or administrative experience, preferably in a healthcare setting, is required. The successful candidate will work well under pressure, prioritise demands of a busy office, manage time and workload efficiently, and remain adaptable to meet the needs of this busy service.

We are looking for an individual who works to a high standard, pays close attention to detail and accuracy, and has good written and oral communication skills as well as excellent telephone communication skills.

Key Responsibilities

• 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.
• Covering for colleagues during periods of absence due to sickness or annual leave.
• Arranging travel and rail tickets.
• Ordering and collecting paper case notes.

Person Specification

Knowledge, Training & Experience – Essential

• Educated to GCSE level or equivalent. Maths and English at C or above – or equivalent qualification/demonstrable experience.
• Previous secretarial/administrative experience (minimum 6 months).

Desirable

• Previous experience of supervising others or the work of others.
• Experience of dealing with confidential information.
• ECDL qualification.
• Previous administrative experience, preferably in an NHS environment.

Skills – Essential

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

Employment Information

Band: Band 3

Salary: £24,937 to £26,598 a year pro rata

Contract: Permanent

Working pattern: Part‑time

Reference number: 419-7313737-AA-MY

Job location: York Hospital, Wigginton Road, York, YO31 8HE

Benefits

Access to the NHS Pension Scheme, including a lump sum and pension for dependants.

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

Generous relocation package of up to 30% of salary (capped at £18k) for hard‑to‑fill positions where relocation is expected.

Various paid and unpaid leave options covering emergency and planned leave.

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

NHS Car Lease scheme and Cycle to Work scheme.

Extensive learning and development opportunities.

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

Equality, Diversity and Inclusion

We welcome applications from everyone and are committed to developing a diverse workforce. We support flexible working from the start of employment where possible and have an Armed Forces Friendly Employer Gold Award.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and will involve a Disclosure check to the Disclosure and Barring Service.

Employer Information

York and Scarborough Teaching Hospitals NHS Foundation Trust

York Hospital, Wigginton Road, York, YO31 8HE

For more information about working for the Trust, visit: https://yorkhospitals.pagetiger.com/hdjgx

Additional resources and staff benefits pages are available on the Trust’s website: https://www.yorkhospitals.nhs.uk