Hub Administrator

NHS; West Midlands; On-site; GBP 60,000 - 80,000; Full time

Job summary

A health service provider is looking for a Hub Administrator at their West Midlands location. The role includes providing vital secretarial support to the Senior Operations Manager, managing correspondence, and ensuring the smooth operation of the Hub. Candidates must have 5 GCSEs and experience with MS Office. The position requires excellent organizational and communication skills, along with a commitment to confidentiality. This opportunity promises a dynamic work environment focused on professional development.

Qualifications

• Must have excellent communication skills at all levels.
• Experience in an office environment is required.
• Ability to manage own workload effectively.

Responsibilities

• Provide full secretarial support to Senior Operations Manager.
• Handle routine and confidential correspondence.
• Act as first point of contact for all enquiries.

Skills

Organizational skills

Communication skills

Confidentiality

Education

5 GCSEs at Grade C or above

NVQ Level 2 / RSA II qualification

Tools

MS Office (Word, Excel, Outlook)

Job description

Job Summary

An exciting opportunity for a Hub Administrator at West Midlands Ambulance Service – Hollymoor Hub.

Key Responsibilities

• Provide full secretarial support to the Senior Operations Manager, including managing electronic diary and rota management.
• Handle routine and confidential correspondence, including reports, invoices, contracts and external mail.
• Act as first point of contact for all enquiries to the Hub, ensuring professional and confidential handling.
• Welcome visitors and deal with sensitive queries, maintaining confidentiality throughout.
• Develop and maintain excellent relationships within the Trust and externally, ensuring timely communication.
• Book staff appointments with Occupational Health and arrange sickness and welfare reviews.
• Monitor and order non-clinical consumables, purchase sundries and maintain storage and issue of stationery.
• Maintain and update daily and weekly rota system, booking staff for overtime and short note absences.
• Compile statistics, collect and record statistical information, and input data onto the computer rota management system.
• Arrange and cancel training courses, update registers for mandatory training, CS1 days and PDRs.
• Coordinate meetings and events, including booking venues, drafting agendas, taking minutes and preparing documents.
• Observe Data Protection Act/Caldicott requirements and maintain secure systems.
• Assist with internal audit procedures and ensure compliance with Quality Management Systems.
• Undertake any other duties reasonably required, commensurate with the grade or position.

Additional Responsibilities

• Adhere to Health and Safety at Work Act and Trust SOPs.
• Follow weekly briefings and notice instructions, and respect Trust disciplinary and grievance procedures.
• Participate in the Trust’s Personal Development Review Process and identify professional development needs.
• Maintain confidentiality at all times and perform any other reasonable duties as assigned by the Line Manager.

Person Specification – Essential

• 5 GCSEs at Grade C or above (including English & Maths) or equivalent.
• NVQ Level 2 / RSA II qualification (Secretarial/Administrative based) or equivalent.
• Experience of MS Office (Word, Excel, Outlook) and working within an office environment.
• Ability to organise and manage own workload.
• Excellent communication skills at all levels.
• Must be able to work in the UK without sponsorship.

Visa Status

Must be able to work in the UK without the need for sponsorship.

Disclosure and Barring Service Check

Required for the role; the cost is payable to the provider (£55.76 for an enhanced check).