Administrative Officer (ES)

Main area: Administration

Grade: Band 4

Contract: Permanent

Hours: Full time – 37.5 hours per week

Job ref: 242-5321
Site: 10 100 Salford PES S2
Town: Salford
Salary: £28,392 – £31,157 Per Annum
Salary period: Yearly
Closing: 16/11/2026 23:59

North West Ambulance Service NHS Trust is an Equal Opportunities Employer. We are committed to providing services which embrace diversity and which promote equality of opportunity. We offer a guaranteed interview scheme for disabled applicants who meet our minimum selection criteria at each stage of the selection process. We will not tolerate discrimination on any of the following: gender, marital status, sexual orientation, race, colour, nationality, religion, age, disability, working pattern, caring responsibilities trade union activity or political beliefs-or any other grounds.

At NWAS, we are committed to creating a diverse, inclusive and anti-racist workplace where everyone feels valued and has the opportunity to thrive. Our Anti-racist Statement sets out our commitment to becoming an anti-racist organisation and ensures these principles are embedded throughout our recruitment practices.

Our workforce is currently under-represented by people from black and minority ethnic backgrounds, and we encourage applications from people of all backgrounds. By building a workforce that better reflects the diverse communities we serve, we can provide the right care, at the right time, in the right place, every time.

The Trust reserves the right to close this vacancy early if a large number of applications are received.

Due to the volume of applications received for our advertisements, we will only contact those candidates shortlisted for interview via email; we aim to do this within 4 weeks of the closing date. If you do not receive the email, it will be that you have not been shortlisting on this occasion. When applying for this position, it is essential that you read the job description and person specification fully. Please use the supporting information space to demonstrate your ability to undertake this role, drawing on your skills, knowledge and experience.

We also offers a range of excellent benefits including a pension scheme, up to 33 days Annual leave (exclusive of bank holidays), training and development opportunities, access to NHS discounts, Car Lease Scheme, Cycle to Work Scheme, NHS Mortgages and Childcare Vouchers.

Job overview

We are looking for an organised, proactive and highly motivated individual to join our team as an Administrator. This role provides an excellent opportunity to contribute to the effective running of frontline ambulance services and support the delivery of high-quality patient care across the sector.

You will be a confident communicator with excellent organisational and IT skills, capable of building positive working relationships with colleagues at all levels. You will handle sensitive and confidential information with discretion, whilst delivering high-quality administrative support in a
fast-paced operational environment.

In this varied and rewarding role, you will support Sector and Group leadership teams with a wide range of administrative responsibilities. These include workforce rostering and payroll administration, maintaining staff records, producing reports, coordinating meetings, taking minutes, monitoring annual leave and training compliance, and
supporting station administration activities. No two days are the same, making this an ideal role for someone who enjoys variety and thrives in a busy environment. In return, you’ll join a supportive team committed to working together, being at our best, and making a difference for
our people, patients and communities.

Please be aware that the location for this role does not have step-free access.  Candidates who may be affected by this should contact the Recruiting Manager.

Main duties of the job

Key Responsibilities:

• Complete daily, weekly and monthly administrative processes, including payroll administration and workforce rostering.
• Monitor annual leave, mandatory training compliance and workforce development requirements to support operational readiness.
• Coordinate meetings and produce accurate, professional minutes, ensuring actions and outcomes are recorded and communicated effectively.
• Maintain comprehensive filing and record-management systems, ensuring information is managed securely and in accordance with organisational policies.
• Produce reports and maintain workforce data to support informed decision-making by operational leaders.
• Provide administrative support to stations and operational management teams, responding to enquiries in a professional and timely manner.

Working for our organisation

North West Ambulance Service NHS Trust provides 24 hour, 365 days a year accident and emergency services to those in need of emergency medical treatment and transport.

Our highly skilled staff provide life-saving care to patients in the community and take people to hospital or a place of care if needed.
We also provide non-emergency patient transport services for those patients who require non-emergency transport to and from hospital and who are unable to travel unaided because of their medical condition or clinical need.

Alongside the other emergency services, we also work to ensure the safety of the public and treatment of patients in the event of a major incident.

We also deliver the NHS 111 service in the North West. NHS 111 replaced NHS Direct in 2013. This service was introduced to make it easier for people to access local NHS healthcare services in England. It provides non-emergency medical help fast, and is available 24 hours a day, 365 days a year.

Detailed job description and main responsibilities

What You’ll Bring:

• Previous administrative experience within a busy and fast-paced environment.
• Experience in workforce rostering, payroll administration and employee records management.
• Strong IT skills, including proficiency in Microsoft Office applications such as Word, Excel, Outlook and Teams.
• Excellent attention to detail and a commitment to producing accurate, high-quality work.
• Strong organisational skills and the ability to manage competing priorities and meet deadlines.
• Excellent written and verbal communication skills.
• The ability to build effective working relationships with colleagues and stakeholders.
• A proactive approach, with the ability to work independently and as part of a team.
• A commitment to maintaining confidentiality and handling sensitive information appropriately.

Visa sponsorship is not possible for this role for either candidates or existing employees. This role does not meet the eligibility criteria for Skilled Worker/ Health and Care Worker visas as set out at gov.uk. Graduate visa holders should have no expectation of long-term employment through sponsorship. Additionally, your visa conditions and validity period must allow you to work in the role in question and for a suitable period to allow training and execution without requiring sponsorship.

Please ensure that you have read and understood the job description and person specification before applying. 

Please be aware that the location for this role does not have step-free access.  Candidates who may be affected by this should contact the Recruiting Manager. 

Person specification

Qualification and Knowledge

Essential criteria

• Level 3 qualification in Business Admin or willingness to work towards.
• Qualification in Microsoft office.
• Qualification in general business administration or willingness to work towards.

Skills / Competencies

Essential criteria

• Computer literacy with competency using the full Microsoft Office package and strong keyboard skills.
• Effective verbal and written communication skills, displaying tact when dealing with sensitive issues.
• Organisational and planning abilities to effectively prioritise work.
• Ability to multitask, switching between a range of activities.
• Demonstrates initiative and able to work without close supervision.
• Attention to detail to ensure accuracy.
• Able to work well under pressure and meet deadlines.
• Numerical data analysis ability for production of reports.
• Understands the importance of and ability to maintain confidentiality at all times.

Experience

Essential criteria

• Substantial administrative support experience within a complex organisation.
• Experience supporting the preparation of complex data-based reports.
• Experience in the maintenance of information systems and databases.
• Minute taking.
• Organising events, conferences and meetings.

Values and Behaviours

Essential criteria

• Working together – demonstrate collaborative and inclusive working and challenge behaviour that is not inclusive or acceptable.

Values and Behaviours

Essential criteria

• Being at our best – professional and adaptable and takes pride in work.
• Making a difference – act with compassion, kindness and integrity towards everyone.

Any offer of employment may be withdrawn if you knowingly withhold information, provide false or misleading information.

Should you be successful at interview stage successful candidates will receive a conditional offer of employment, this will be subject to the NHS Employment Checks Standards.

A valid right to work and identity check

Reference checks – This will cover a minimum of a three year period and will include a request for the number of days and occasions of sickness absence covering a minimum two year period. In line with equality legislation, the earliest point at which we will ask health related questions is when an offer of employment has been made. Absences related to disability may be excluded from these considerations; consideration would be given as to what would be a reasonable attendance level, based on the information available. Absences related to pregnancy, maternity and/or gender reassignment will be excluded from these considerations. Detailed information on the NHS Employment Checks Standards is available on the NHS Employers website; search ‘employment checks’.

DBS Checks – If the post is subject to DBS disclosure, a charge will be made for this disclosure.

Occupational Health – You will require satisfactory medical clearance.

Whilst not a condition of employment, all staff are encouraged to be vaccinated against COVID-19 as this remains the best lined of defence against COVID-19.

From 1^st September 2018, Section 2 of the Agenda for Change Terms and Conditions will automatically apply to the calculation of unsocial hours  for all appointments that commence in post from this date (except secondments).

If you do not have regular access to your email please contact a member of the HR Hub Team on 03451122018.