Regional Office Administrator - Organ Donation

NHS Blood and Transplant; Falkirk; On-site; GBP 22,000 - 30,000; Full time

Job summary

Join a dedicated team as a Regional Office Administrator, where you will be the first point of contact for our Organ Donation Teams. This role offers a unique opportunity to support bereaved families and liaise with various stakeholders in a caring environment. Your administrative skills will be vital in managing sensitive communications and ensuring smooth operations within the team. With a commitment to continuous learning and professional growth, this position promises to be both rewarding and impactful in saving lives. If you're passionate about making a difference and have a strong administrative background, this is the perfect role for you.

Benefits

Flexible Working Opportunities

27 Days Annual Leave

NHS Pension Scheme

Continuous Learning Culture

Qualifications

• Experience in administrative roles with a focus on stakeholder communication.
• Knowledge of handling sensitive information with tact and empathy.

Responsibilities

• Manage administrative duties for Regional Organ Donation Services Teams.
• Act as a point of contact for bereaved families and stakeholders.

Skills

Tact and Empathy

Administrative Skills

Data Inputting and Processing

Minute Taking

Communication Skills

Education

NVQ Level 3 in Administration

Good Standard of Education

European Computer Driving Licence (ECDL)

Tools

Microsoft Office (Outlook, Word, Excel, Teams, PowerPoint)

Job description

This vacancy is not eligible for Visa Sponsorship. Please do not apply unless you have another means of establishing a right to work.

Job Summary

The Regional Office Administrator will provide first point of contact for our cluster of Regional Organ Donation Teams through triage of telephone calls and emails, dealing with bereaved families and general public enquiries with regard to organ and tissue donation. Working in this interesting, caring and rewarding environment, you will also be liaising with both internal and external colleagues of all levels across the whole of Organ Donation and Transplantation.

Joining our Regional Organ Donation Administration Team, you will play a crucial role in supporting our caring and professional nursing teams in saving and improving the lives of thousands of people.

The role is a great opportunity for anyone with an administrative or customer service background, where your previous knowledge, skills and expertise will enable you to provide all our stakeholders with the best care and support. You will be supported fully from your induction and ongoing training and development to achieve your career ambitions.

Main duties of the job

You will be required to undertake administration and clerical duties in support of Regional Organ Donation Services Teams (RODST). Typically these duties will involve:

1. Day-to-day management of process and procedures associated with the role, reactive to the time critical and sensitive nature of the team.
2. Acting as a professional point of contact for bereaved donor families, communicating sensitive information via email, phone and in person with tact and empathy in a timely manner.
3. Developing and maintaining effective communication and relationships with a range of internal and external stakeholders.
4. Communicating effectively to organise and service internal and external meetings.
5. Acting as primary point of contact in the absence of the Regional Office Manager, resolving issues, escalating queries and undertaking financial responsibilities.

You will be required to travel to other NHSBT and external sites on a monthly basis. Appropriate notice will be given in advance.

About You

Experience and Knowledge

1. Experience of liaising with key stakeholders using tact and empathy, for example when dealing with donor families, internal and external professional colleagues.
2. Demonstrable experience in an administrative role including experience of data inputting and processing, drafting correspondence, reports and administrative support systems.
3. Experience of minute taking to facilitate arranging and supporting internal and external meetings with a variety of stakeholders.
4. Experience of working with information technology using Microsoft Office packages (Outlook, Word, Excel, Teams and PowerPoint).

Qualifications and Training

1. Educated to NVQ Level 3 in administration or equivalent level qualification PLUS workplace experience which includes knowledge of handling non-routine activities such as work allocation, problem solving for an area of work and developing alternative processes and procedures.
2. Good standard of education with literacy and numeracy.
3. European Computer Driving Licence (ECDL) (part I & II) or ITQ2, or CLAIT II, or OCR (RSA) level 3 in text/word processing or demonstrable workplace experience.
4. Demonstrates commitment to own continuous learning and development.

Please view the attached recruitment profile which is a summary of the detailed Job Description and Person Specification for the full personal attributes we require for the role. You will need to demonstrate these throughout the recruitment process.

About Us

It takes all types of people to deliver the kind of service that saves and improves lives. At NHS Blood and Transplant, you’ll join a team of more than 6,000 people who are making a genuine difference to communities, families, friends, relatives and more across the UK. We play a unique and special role in the NHS by helping people do something extraordinary- donate blood, blood products, organs, tissues, or stem cells to save someone in need.

Our three core values are what set us apart. They guide and inspire everything we do.

By being caring, expertly meeting the needs of our patients and our people, and accepting nothing less than the best quality, we can do extraordinary work – and help our people to do something extraordinary in their career, too. Three small words, one big difference - Caring, Expert and Quality. Together we'll save and improve more lives than ever.

You will join us on our journey to create an inclusive workplace and aim to reflect the diverse communities we work with, and we positively encourage applications from all sectors of the community.

What we offer:

1. NHSBT promotes flexible working opportunities where the role will allow.
2. 27 days annual leave (pro rata for part-time) plus Bank Holidays, increasing to 29 days after 5 years’ service and to 33 days after 10 years.
3. NHS pension scheme. The NHS Pension Scheme is a defined benefit scheme (not dependent on investment returns). Further details and outline of benefits can be found at: www.nhsbsa.nhs.uk/pensions.
4. We’ve fostered a culture of continuous learning where colleagues are well-led, engaged, and encouraged to grow. We support you in reaching your full potential, both in your current role and future career. Our Thrive program embodies our commitment to learning and development, offering a wide range of activities to support your personal and professional growth. It’s open to everyone at NHSBT, ensuring you have the resources to succeed and shine in your role.

This vacancy will close at 23:59 on Monday 24^th February 2025.

Interviews are anticipated to be held week commencing 10^th March 2025 – subject to confirmation.

For informal enquiries please contact Jennifer Tarnawski, Regional Office Manager, via email at [e-mail].