DBTH Job of the Week: Admin within Digital Transformation

Please note: There is one permanent post, and one fixed-term post (36 months or until 31/03/2026).

As Administrator you will assist the Digital Transformation Administration Manager with the provision of general administrative and secretarial support to the department. This would include duties such as the arranging of meetings, minute taking, maintaining accurate records, recruitment administration, assisting projects leads, and maintaining/issuing of stock/supplies. This is an exciting opportunity for those wishing to take their administrative roles to the next level in a supportive and agile team environment with plenty of opportunity to learn and develop new skills. The role does involve hybrid working (home working, and on site working), and there is the possibility that the base will move from Doncaster Royal Infirmary to the Civic Centre (Doncaster) before the successful candidate starts.

Main duties of the job

You will assist the Digital Transformation Administration Manager with the provision of day to day administrative support to the Digital Transformation department, and Senior Leadership Team, handling phone calls and incoming messages and enquiries, helping coordinate meetings, assisting in project administration.

Working for our organisation

We believe that the best care to our patients and community is provided by a professional and motivated team, so we invest heavily in training and education. There will also be lots of opportunities to support your development and improve your skills.

At Doncaster & Bassetlaw Teaching Hospitals NHS Foundation Trust you’ll be rewarded by a team that’s proud to support its staff in all aspects of their lives. If you are up to the challenge, submit an application to become part of team DBTH.

It is our goal to give those who join Team DBTH the tools and opportunities in order to grow their career, so whether you spend just one year or fifty with us, it’s our pledge to help you Develop, Belong and Thrive, Here.

Detailed job description and main responsibilities

Support and assist the Digital Transformation Administration Manager with providing the following services to all areas of Digital Transformation;

• General administrative and secretarial support,
• Planning and arranging on a regular basis meetings, presentations, training sessions, which can include a large, and wide audience
• Typing up and distribution of various documents required using a variety of Systems (including Microsoft 365, and Monday.com) including agendas, letters, reports, correspondence, presentation
• Undertaking minute taking at meetings, transcribing and typing up of minutes from both large and small meetings
• Act as a contact point for any defects with regards to office accommodation logged help desk calls, calls with facilities and progress chasin
• Maintain, and update accurate, electronic and paper based, personnel records for staff
• Providing diary management and resolving conflicting appointments and schedules for Manager
• Maintain good communication skills both verbal and written, including telephone, face to face, written documents and e mail with the varied range of staff groups both internal and external to the organisation
• Assisting in providing full administrative support for recruitment – coordinating advertisements of posts, responses, and arranging Interviews – preparing Interview packs/or starter packs and all necessary paperwor
• Maintaining efficient departmental filing systems and setting up the implementation of new system
• Assisting project leads with designated tasks to enable project delivery within given timescales
• Maintaining, ordering, and issuing of stock supplies following standard operating procedures, and as instructed.
• Maintain excellent communication with a range of different staff groups including clinical, administrative, management and external organisations
• Maintain complete confidentiality of sensitive information relating to patients, other members of staff in line with Caldicott and Data Protection
• Assist in streamlining and documenting all processes and procedures undertake
• Running basic, standard reports. Checking accuracy, highlighting any issues for resolving and then distributing
• Provide cover when required for other Directorate administration staff where required
• To provide other functions appropriate to the grade and role which may become necessary to meet the needs of Digital Transformation.

Person specification

Experience

Essential criteria

• Experience of working in a administrative role.
• Committee level administration, minute taking skills and action follow-up.
• Proactive diary management and forward planning.
• Experience of handling sensitive situations efficiently and confidently.

Desirable criteria

• Experience of working in the NHS or a large organisation.

Qualifications/Training

Essential criteria

• GCSE English and Mathematics (A to C or Levels 5 to 9) or equivalent
• NVQ level 3 or equivalent in Business Administration or related subject or equivalent experience.
• Knowledge of IT systems and software programs such as Word, Excel, Outlook, and Teams