Senior Administrator - Mental Health Care Group

NHS Trust; Nottingham; On-site; GBP 28,000 - 31,000; Full time

Job summary

Nottinghamshire Healthcare NHS Foundation Trust is seeking a Senior Administrator (Band 4) to provide comprehensive administrative, coordination and governance support to the Mental Health Care Group Leadership Team on a temporary basis.

You will support meetings, reporting and governance processes, manage complex diaries, prepare papers and enable delivery of strategic priorities, transformation programmes and quality improvement initiatives.

Qualifications

• Dealing with people to maintain a high level of customer care.
• Extensive knowledge of working to senior manager level.
• Experience of working in a busy office environment.
• Extensive knowledge of Microsoft Office.
• Understanding of the Data Protection Act and maintaining strict confidentiality.
• Accurate minute taking skills for internal/external meetings and HR investigations/disciplinaries.
• Working with computer databases.
• Previous NHS experience.

Responsibilities

• Provide high-quality confidential administrative service to the Mental Health Care Group Leadership Team.
• Coordinate meetings, agendas, papers, and governance documents.
• Manage complex diaries and scheduling for senior leaders.
• Prepare reports, presentations and briefing materials for decision-making.
• Support governance, performance and programme delivery across Care Group.

Skills

Initiative

Telephone manners

Organisation

Independent work

Education

Business & Administration NVQ 4 Level

Typing/word processing RSA/OCR III

Job description

Main area Administrative and Clerical Grade NHS AfC: Band 4 Contract 12 months (Fixed Term/Secondment for 12 months) Hours

• Full time
• Flexible working
• Compressed hours

37.5 hours per week Job ref 186-980-26-MH

Employer Nottinghamshire Healthcare NHS Foundation Trust Employer type NHS Site Highbury Hospital Town Nottingham Salary £28,392 - £31,157 Per annum (pro rata for part time) Salary period Yearly Closing 10/11/2026 23:59

Senior Administrator - Mental Health Care Group

NHS AfC: Band 4

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Job overview

The Mental Health Care Group is seeking an experienced and highly organised Senior Administrator to provide comprehensive administrative, coordination and operational support to the Care Group Senior Leadership Team on a temporary basis.

The post holder will play a key role in supporting the delivery of a number of strategic and operational priorities, including the Care Group Governance, Care Group Transformation Programme, Quality Improvement initiatives, performance oversight arrangements and service development projects. Working closely with senior leaders across the Care Group, the post holder will ensure effective coordination of meetings, actions, reporting processes and governance arrangements, providing efficient administrative support that enables the successful delivery of key objectives.

The role requires excellent organisational, communication and prioritisation skills, together with the ability to work independently, manage competing demands and maintain confidentiality when handling sensitive information. The post holder will contribute to the effective functioning of the Mental Health Care Group by supporting operational delivery, programme management and continuous improvement activities. This role will work closely together with the Care Group Executive Assistant, Care Group Director and Wider Senior Leadership Team.

Main duties of the job

The Senior Administrator will provide comprehensive administrative and coordination support to the Mental Health Care Group, helping to deliver key operational, transformation and improvement priorities. The post holder will support senior leaders by organising and servicing meetings, preparing reports and presentations, managing action plans and governance documentation, and coordinating programmes of work across the Care Group. The role will involve liaising with a wide range of stakeholders, monitoring progress against key objectives, maintaining accurate records and reporting systems, and ensuring the efficient administration of performance, quality, workforce and financial improvement initiatives. Through effective organisation and communication, the post holder will contribute to the successful delivery of the Care Group's strategic and operational priorities.

Working for our organisation

#TeamNottsHC comprises over 10,500 dedicated colleagues who #MakeADifference every day. We deliver intellectual disability, mental health, community health and forensic health services across Nottinghamshire, Leicestershire and South Yorkshire. Our care is provided from over 80 sites, spanning community locations, acute settings and secure environments.

We are one of the largest mental health and community health 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.

Detailed job description and main responsibilities

Please see enclosed the detailed Job Description and Person Specification.

Provide a high-quality, professional and confidential administrative service to the Mental Health Care Group Leadership Team, supporting the delivery of operational, strategic and transformation priorities.

Act as a key point of contact for enquiries relating to Care Group programmes, projects and governance arrangements, responding appropriately and escalating issues where required.

Manage complex diaries and scheduling requirements for senior leaders, ensuring effective use of time and coordination across multiple competing priorities.

Prepare and distribute agendas, papers, presentations, reports and briefing materials to support effective decision-making and governance processes.

Programme and Project Coordination

Provide administrative and coordination support to key Care Group improvement programmes, including the Enhanced Recovery Plan, Transformation Programme, Quality Improvement initiatives and other service improvement projects.

Maintain programme documentation, action logs, risk registers and progress trackers, ensuring information remains accurate and up to date.

Monitor and follow up agreed actions arising from meetings, ensuring leads are aware of deadlines and supporting timely completion.

Coordinate programme meetings, workshops and stakeholder engagement events, ensuring effective administration before, during and after events.

Governance and Performance Support

Support Care Group governance arrangements through the coordination of meetings, reporting processes and documentation.

Produce accurate and timely minutes, action logs and formal records of meetings, including senior leadership, performance, quality and programme oversight groups.

Assist in the collection, collation and presentation of information relating to operational performance, workforce, quality, finance and transformation activities.

Maintain governance records and ensure documentation is stored and managed appropriately in line with Trust requirements.

Communication and Stakeholder Engagement

Develop effective working relationships with Care Group leaders, clinical teams, corporate departments and external partners.

Act as a professional representative of the Care Group, communicating effectively with a wide range of stakeholders.

Support the preparation and distribution of internal communications, briefing notes and engagement materials associated with key programmes of work.

Ensure information is communicated accurately and in a timely manner to relevant individuals and groups.

Information Management

Maintain accurate electronic filing systems, databases, spreadsheets and records to support Care Group business functions.

Produce reports, analyses and presentations using Microsoft Office applications, including Word, Excel, PowerPoint and Teams.

Ensure all information is managed in accordance with Trust policies, information governance standards and data protection legislation.

Maintain confidentiality at all times when handling sensitive organisational, staff or patient-related information.

Support the development and implementation of efficient administrative systems and processes.

Contribute to audits, reviews and improvement activities that strengthen the effectiveness of Care Group governance and programme delivery.

Identify opportunities to improve administrative processes, reporting arrangements and coordination mechanisms to enhance organisational effectiveness.

Work flexibly to meet changing priorities and support the evolving needs of the Mental Health Care Group.

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 £20.00 (standard) or £41.00 (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 £15 per year applies.

Person specification

Values and Behaviours

• All colleagues are expected to demonstrate that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust Honesty Respect Compassion Teamwork
• All colleagues are expected to demonstrate an understanding of and commitment to Equality, Diversity and Inclusion (EDI) and how it applies to their role. The Trust’s expectations are highlighted within our EDI Policy, and associated EDI and Human Rights legislation

Physical requirements

• Has the ability to perform the full range of duties

Qualifications

• Knowledge & skills acquired through Business & Administration NVQ 4 Level
• Typing/word processing qualification to RSA/OCR III

Training

• Willingness to undergo training, as necessary
• Customer care training

Experience

• Dealing with people to maintain a high level of customer care
• Extensive knowledge of working to senior manager level.
• Experience of working in a busy office environment
• Extensive knowledge of Microsoft Office
• Understanding of the data protection act and maintaining strict confidentiality
• Accurate minute taking skills to internal and external meetings and HR investigation/ disciplinaries
• Working with computer databases
• Previous NHS experience

Skills

• Ability to work on own initiative
• Excellent telephone manner
• Excellent organisational skills
• Experience of working without supervision for protracted periods

Contractual requirements

• Attend Mandatory training

Additional Information

• We reserve the right to close the post early once we have received a sufficient number of applicants.
• The Trust believes in treating everyone with dignity and respect and encourages applications from all sectors of the community. We guarantee an interview to candidates with disabilities who meet the minimum essential criteria.
• In submitting an application form, you authorise Nottinghamshire Healthcare NHS Foundation Trust to confirm from your previous or current NHS employer and other prior employers; previous NHS service details and personal data held about you. This data will be transferred using NHS Electronic Staff Record and third party systems via an automated process and only used for the purposes of obtaining and maintaining accurate employment records, should you be appointed to the post. Should you require any further information please refer our Privacy Policy shown on the Trust website, please click here for more information.
• For eligible posts, DBS disclosures are mandatory before commencement of employment. If you are in a position that is deemed a regulated adult and/or child care role, you will not be able to start your employment until we have received a satisfactory DBS Disclosure. The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment. Convictions which would otherwise be considered as 'spent' will also be checked as part of an Enhanced DBS Disclosure.

Employer certification / accreditation badges

Name Megan Adams Job title Executive Assistant Email address [e-mail] Telephone number 0441 1586 59770

If you have problems applying, contact

Address Duncan Macmillan House
Porchester Road
Mapperley
Nottingham
Nottinghamshire
NG3 6AA
Telephone [phone] - Bank Team