Administrative Officer

East Midlands Ambulance Service NHS Trust; Bulwell; Hybrid; GBP 28,000 - 31,000; Part time

Benefits offered by this job

NHS Pension Scheme

Flexible working patterns

Holiday entitlement 27 days + 8 stats

Professional training and development

Job summary

East Midlands Ambulance Service NHS Trust is seeking a part-time Clinical Directorate Administrator Officer (Band 4) to provide professional, confidential administration for the clinical directorate. The role is predominantly home-based with travel to EMAS Trust sites as required, and requires strong diary management and document handling skills.

You will work with senior leaders to prepare agendas, manage paperwork, handle correspondence and support project administration within an NHS setting.

Qualifications

• Educated to GCSE level or equivalent in English and Maths.
• Competent in Microsoft Office Software including Outlook, Excel, Word, Powerpoint and MS Teams.

Responsibilities

• Operate an efficient diary management service using Microsoft Outlook.
• Manage meetings including diary scheduling, distribution lists and filing of paperwork.
• Ensure all paperwork is efficiently dealt with, using a bring-forward system when needed.
• Prepare agendas and distribute papers, including printing, collating and copying documents.
• Take action notes of meetings and maintain an efficient electronic filing system.
• Deal with correspondence including emails and telephone enquiries.
• Organise financial payments as required.
• Chase up actions prior to meetings and handle queries with confidentiality.

Skills

GCSE English

GCSE Maths

Education

GCSE level or equivalent

Tools

Microsoft Office

Outlook

Excel

Word

PowerPoint

MS Teams

Job description

Main area Administration Grade NHS AfC: Band 4 Contract Permanent Hours Part time - 30 hours per week (0.8 WTE (four days a week)) Job ref 335-A-2078

Site 1 Horizon Place Town Nottingham Salary £28,392 - £31,157 per annum Salary period Yearly Closing 27/09/2026 23:59

We are East Midlands Ambulance Service (EMAS), an organisation focused on delivering a high standard of emergency and urgent care to our patients across the region.

The East Midlands Ambulance Service NHS Trust (EMAS) provides Emergency, Urgent and Non-Emergency pre-hospital care and transport across six counties (Derbyshire, Nottinghamshire, Lincolnshire, Leicestershire & Rutland and Northamptonshire).

Job overview

As the Clinical Directorate Administrator Officer you will work collaboratively with all members of the clinical directorate to provide professional, efficient and confidential administration. We are a multidisciplinary team with colleagues who are based across the region at different sites and/or work remotely, therefore the postholder will need to be energetic and flexible in their approach.

This role will predominantly be based at home, with requirement to travel to EMAS Trust sites, as and when necessary.

Main duties of the job

Working closely with our senior leadership team you will be required to:

• Operate an efficient diary management service using Microsoft Outlook.
• Ensure the effective and appropriate management of meetings including diary scheduling, distribution lists and filing of paperwork.
• Ensure that all paperwork is efficiently and effectively dealt with including operating a 'bring forward' system; ensuring all necessary paperwork is available when required.
• Prepare agendas and distribute papers including printing, collating and copying documents.
• Be able to take action notes of meetings
• Maintain an efficient electronic filing system.
• Deal with correspondence including emails and dealing with telephone and other enquiries.
• Organise financial payments as required.
• Maintain an awareness of ongoing issues in order to be able to chase up actions prior to meetings taking place.
• Clear precise telephone messages and resolve queries, as appropriate.
• Deal with queries from a wide range of organisations and individuals in a professional and sensitive manner, ensuring confidentiality at all times.
• Undertake other reasonable duties allocated by the Head of Innovation and Change within the level of responsibilities and scope of the post as may be required.

Working for our organisation

Working for us not only provides job satisfaction of knowing that what you do makes a real difference to our patients, but we offer a range of other great benefits too:

• Flexible approach to working patterns, we understand the importance of a work life balance and have a wide selection of rotas for part-time and full-time staff
• Holiday entitlement of 27 days rising to 29 days after 5 years and 33 days after 10 years, plus public bank holiday entitlement (pro rata for part time).
• Pay enhancements for out of hours, shift and overtime working, career and salary progression and annual personal development review.
• Uniform will be provided where this is a requirement of the role
• Expert training and support from our dedicated in-house education team.
• Membership of the NHS Pension Scheme.
• Occupational Health support along with an Employee Assistance Programme
• NHS Discounts in over 200+ stores including Holidays, Days out, Car insurance, Restaurants and Clothing.
• Salary Sacrifice Schemes and cycle to work.
• An exceptional place to work to provide with high-quality emergency care to save lives and make a difference to people
• A first-class employer, promoting equality, diversity and inclusion of our employees. We are a Rainbow Accredited organisation, and a Veteran Aware and Disability Confident employer.

Detailed job description and main responsibilities

This job will require managing a range of administration functions across a multidisciplinary team. The role will require the postholder to show their initiative and prioritise on a daily basis, primarily managing diaries and key projects through Microsoft Office functionality.

Person specification

Qualifications

• Educated to GCSE level or equivalent in English and Maths
• Competent in Microsoft Office Software including Outlook, Excel, Word, Powerpoint and MS Teams

Experience

• Experience of working in an admin role
• NHS experience

Communication and relationship skills

• Ability to develop effective working relationships with colleagues

The East Midlands has a lot to offer:

Making a Difference

Action Packed Roles

Support and Belonging

Accessibility

If you have any accessibility requirements at any point during the recruitment process, then please contact the recruiting manager.

Internal candidates applying for vacancies must have completed their probationary period (stated within your contract) at point of application.

East Midlands Ambulance Service NHS Trust is an equal opportunities and Disability Confident employer,committed to ensuring equality of opportunity. We actively encourage interest from across our diverse communities. Black and Minority Ethnic staff are currently under-represented within our workforce, and we welcome applications from within these communities.

We are keen to promote a positive work-life balance. We recognise the importance of being able to spend quality time with family and friends and to engage in your own personal interests outside of work, which alongside work helps us to lead healthy and fulfilling lives. We are committed to embedding the NHS People Promise to support colleagues to work flexibly in a way that works for our patients, for us and for you. Many of our staff already work flexibly in many different ways, including job share, part-time or other flexible working patterns. Please talk openly to us at interview about flexible working opportunities. In addition, if a role is advertised as home based, we remain committed to supporting flexibility around workplace locations, so please talk to us about the options available to you. If it works for our service, we will do our best to make it work for you.

At EMAS we believe that our culture should be built upon our core values and that our behaviour should reflect these. Our values - respect, integrity, contribution, teamwork and compassion - underpin everything we do - how we deliver our services and how we work with each other. We believe that it’s our people who make EMAS what it is.

Our Vision -Respondingto patient needs in the right way,developingour organisation to become outstanding for patients and staff, andcollaboratingto improve wider healthcare.

Please note we reserve the right to withdraw this vacancy if an internal member of staff on our redeployment register expresses an interest and is successful for this vacancy, or if a sufficient number of applications is received.

Please be aware if you are applying for a Frontline role, an Enhanced DBS clearance check will be required, and depending on the nature of other non-patient facing roles this check may also be required if offered a position with EMAS (Al l spent and unspent convictions must declared).

If you are not part of the update service, you will be liable for the payment and this will be deducted from your first months' salary. The current cost of an enhanced DBS check is £55.38.