Administration Assitant | University Hospitals Bristol and Weston NHS Foundation Trust

University Hospitals Bristol and Weston NHS Foundation Trust; Bristol; On-site; GBP 22,000 - 28,000; Part time

Job summary

A health trust in the UK is seeking an enthusiastic Administration Assistant to join their Safety Department. This Band 3 role involves providing essential administrative support, managing communications, coordinating meetings, and maintaining records. Ideal candidates will possess strong organisational and communication skills, proficiency in Microsoft Office, and the ability to work independently. The position is part-time, requiring 22.5 hours per week on a fixed-term contract.

Qualifications

• Standard keyboard skills.
• Ability to take and transcribe meeting minutes accurately.
• Strong organisational skills and ability to prioritise workload.
• Ability to work independently and use own initiative.
• High level of confidentiality and discretion.
• Effective team player with good problem-solving skills.

Responsibilities

• Acting as the first point of contact for internal and external queries.
• Managing diaries, scheduling meetings, preparing agendas, and taking minutes.
• Maintaining departmental records and handling document management.
• Supporting training administration, including booking rooms and managing attendance records.
• Assisting with procurement and stock control using Trust systems.
• Coordinating site inspections, logging actions, and reporting repairs.

Skills

Organisational skills

Communication skills

Problem-solving skills

Teamwork

Confidentiality and discretion

Microsoft Office proficiency

Education

Good standard of education (GCSE or equivalent)

Office administration/secretarial qualifications

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

SAP Ariba

Job description

We are looking for an enthusiastic Administration Assistant to join our Safety Department at the Education Centre. This is a Band 3 role on a fixed‑term contract, working 22.5 hours per week. You will play a key part in supporting the department to maintain health and safety compliance across the Trust. If you have strong organisational skills, excellent communication, and enjoy working in a team environment, this could be the perfect opportunity for you.

As an Administration Assistant, you will provide essential administrative support to the Safety Department, including:

• Acting as the first point of contact for internal and external queries.
• Managing diaries, scheduling meetings, preparing agendas, and taking minutes.
• Maintaining departmental records and handling document management.
• Supporting training administration, including booking rooms, managing attendance records, and preparing materials.
• Assisting with procurement and stock control using Trust systems.
• Coordinating site inspections, logging actions, and reporting repairs.
• Providing support for incident investigations and routine health and safety queries.
• Organising your own workload and assisting with ad hoc projects as required.

University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) is one of the largest acute Trusts in the country, bringing together a combined workforce of over 13,000 staff and over 100 different clinical services across 10 different sites, serving a core population of more than 500,000 people across South West England. UHBW has been rated by the CQC as ‘Good’ overall and our staff are proud to deliver excellent care to the people of Bristol, Weston and beyond. As a forward‑thinking multi‑award‑winning Trust and a digital exemplar committed to improving patient care, our world‑leading research and innovations are having a positive local and global impact. Our hospitals are spread across Bristol and Weston, join us and you can enjoy the very best of both worlds; city living within a stone’s throw of the countryside or beside the seaside, both with easy access to all that the South West has to offer. UHBW is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. As an equal opportunities employer actively working towards a diverse workforce we aim to recruit and retain a workforce which represents the rich diversity of the local population at all levels and are committed to designing our services around the needs of individual patients and those around them. Anonymous information will be used from your application in order to ensure we’re meeting our pledge.

Person Specification

Essential Skills and Abilities

• Standard keyboard skills.
• Ability to take and transcribe meeting minutes accurately.
• Strong organisational skills and ability to prioritise workload.
• Ability to work independently and use own initiative.
• High level of confidentiality and discretion.
• Effective team player with good problem‑solving skills.
• Excellent written and verbal communication skills with people at all levels.
• Proficient in Microsoft Office applications (Word, Excel, Outlook).

Knowledge and Experience

• Knowledge of secretarial or administrative procedures and systems.
• Significant experience using Microsoft applications (Word, Excel, PowerPoint, Outlook).

Desirable

• Familiarity with Kallidus training system.
• Experience with SAP Ariba procurement system.

Qualifications

• Good standard of education (GCSE or equivalent).
• Office administration and/or secretarial qualifications (RSA Level 3, NVQ 3, or equivalent experience).
• Highly computer literate.
• ECDL or other Microsoft Office qualifications (desirable).

Aptitudes

• Effective communication with a wide range of stakeholders.
• Good time management and flexibility.
• Motivated to deliver consistent, high‑quality service.

This advert closes on Friday 26 Dec 2025