Secretary - Attendance Management Team

Nottinghamshire Healthcare NHS Foundation Trust; Retford; On-site; GBP 24,000 - 27,000; Full time

Job summary

A healthcare trust in the UK is seeking a Secretary for its Attendance Management Team to provide administrative support. The ideal candidate should have experience in clerical and secretarial duties within a busy office, preferably in the NHS. This role involves managing attendance data, supporting managers, and ensuring efficient administrative processes. Competitive salary range of £24,937 to £26,598 per year plus a High Secure Allowance.

Qualifications

• Experience in administration, clerical, and secretarial duties required.
• Previous experience in a busy office environment is necessary.
• Relevant experience working within the NHS is preferred.

Responsibilities

• Support the administration of attendance management for the hospital.
• Input new notifications onto ESR Oracle System.
• Update and maintain the Attendance Absence Database.
• Liaise with managers in support of absence management.
• Compile and circulate reports on attendance absence.

Skills

Administrative Skills

Excellent telephone manner

Good interpersonal skills

Good numeracy and literacy skills

Education

Typing/word processing qualification to RSA/OCR III standard

NVQ Level 3 in Business & Administration or equivalent experience

Tools

Microsoft Office (Word, Excel, Powerpoint)

Job description

Secretary - Attendance Management Team

The closing date is 11 December 2025

The Attendance Management Team are looking to recruit a Band 3 Secretary/Administrator to assist the Senior Administrator in the effective implementation of Trust's Policy in relation to Attendance Management to all Nursing areas within the hospital.

You will assist the Senior Administrator in providing advice and support to ensure managers understand their responsibility for the implementation of attendance management and undertake all possible actions to minimise sickness levels.

The post holder needs to have experience in administration, clerical and secretarial duties with the ability to provide an excellent, confidential and efficient service.

The duties will primarily focus on tasks associated with attendance management, and keeping clear and concise records and to communicate with managers when appropriate to assist in compiling Sickness Management Case information.

This role also requires significant organisational skills, time management skills and personal credibility.

Main duties of the job

• Support the administration of attendance management for the Hospital i.e., providing Managers with necessary documentation.
• Input new notifications onto ESR Oracle System.
• Update and maintain the Attendance Absence Database.
• Liaise with Managers in support of absence management.
• Compile and circulate reports on attendance absence.
• Support Managers to compile Attendance Management Case information.
• Maintain staff confidentiality.
• Liaise with staff from all levels of the Hospital and organisation.

About us

#TeamNottsHC comprises over 11,000 dedicated colleagues who #MakeADifference every day. We deliver intellectual disability, mental health, community health, forensic, and offender healthcare services across Nottinghamshire, Leicestershire, Lincolnshire, and South Yorkshire. Our care is provided from over 200 sites, spanning community locations, acute settings, and secure environments, including prisons.

We are one of the largest mental health and community Trusts in the East Midlands and one of Nottinghamshire's biggest employers. We also host national and regional services, such as the National High Secure Deaf Service and the Nottingham Centre for Transgender Health.

We offer a variety of employee-led staff networks, including Equality, Diversity, and Inclusion (EDI) groups, the Green Champions network, the Freedom to Speak Up network, the Health and Wellbeing Champions network, and the Menopause Champions network. These networks play a vital role in supporting our diverse workforce and promoting a culture of inclusivity.

The health and wellbeing of colleagues is a top priority. We invest significantly in this through our in-house occupational health and staff counselling services, supported by a dedicated Health and Wellbeing team.

The Trust is committed to reducing its carbon emissions, with a specialised Energy and Environmental team working to ensure compliance with environmental legislation, enhance our environmental performance, and achieve our net-zero commitment.

Job responsibilities

• Provide an efficient secretarial/administration service.
• Produce high quality reports within agreed deadlines as required.
• To undertake office duties including diary management and message management, opening and distributing mail, operation of brought forward systems, dealing with telephone calls and enquiries, production of documents, typing and audio typing, photocopying, collating of documents and electronic filing as well as general administration support services. To deal with requests and enquiries and forward them to the relevant team member.
• Facilitate meetings/investigations/disciplinaries including venue booking, refreshments, producing and circulating agendas, recording attendance and accurate minute taking.
• To be able to work flexibly and provide cover which may include the requirement to travel to different sites.
• Ensure sickness and absences are recorded on the ESR system.
• To monitor and order stock and non-stock items as required.
• To manage, update and maintain diary schedules, ensuring that conflicting and amended appointments are actioned appropriately.
• Responsible for ensuring that accurate work is completed within the time limits and standards set.
• To work effectively both independently and as a team member
• Responsible for own Mandatory Training requirements
• To undertake any other duties that would be a reasonable expectation of the role.

Please note applicants will be required to pay for their DBS check. Costs are deducted from salary following appointment. The cost of the DBS application is £26.40 (standard) or £54.40 (enhanced), this cost will be deducted from your salary over the first 2 months of employment.

You are encouraged to enrol for the DBS Update Service. An annual fee of £16 per year applies

Please note that this post does not meet the pay or skill level required for a Skilled worker visa.

Applicants requiring a Skilled Worker Visa can determine the likelihood of obtaining a Certificate of Sponsorship against the relevant criteria here https://www.gov.uk/skilled-worker-vis

Person Specification

Physical Requirements

• Requirement for sitting in a restricted position for a substantial proportion of the working time.

Qualifications

• Typing/word processing qualification to RSA/OCR III standard or equivalent level of experience
• Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or proven practical experience.

Training

• Microsoft Office i.e Database, Excel, Word, Powerpoint
• Minute taking

Experience

• Scheduling/ Diary Management
• Experience of working in a customer-facing role
• Previous experience of working in a busy office environment
• Ability to work as an effective team member.
• Relevant Experience of working within the NHS

Knowledge

• Maintain electronic records/information on computer
• Knowledge of Policy & Procedures related to Absence

Skills

• Administrative Skills
• Excellent telephone manner
• Good interpersonal skills.
• Good numeracy and literacy skills

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Nottinghamshire Healthcare NHS Foundation Trust

£24,937 to £26,598 a yearplus High Secure Allowance £2,000