HIEM Operations Administrator

Job description

Job summary

Are you a highly organised, proactive professional who enjoys variety and making a real difference? We are looking for an Operations Administrator to play a key role in supporting the smooth and effective running of our organisation. Working across HR, recruitment, finance, IT, facilities and governance, you will provide high-quality administrative support that enables colleagues and teams to deliver their best work.

This is an exciting opportunity to gain broad operational experience, work closely with senior colleagues, and contribute to organisational improvement. You'll be trusted to manage competing priorities, maintain key systems and processes, and build positive relationships with colleagues, NHS partners and external stakeholders.

We are seeking someone with excellent communication skills, strong attention to detail, initiative, and a positive, can-do approach. This is a permanent position and is subject to a six-month probationary period.

Interviews will take place face-to-face at HIEM offices in Nottingham.

Previous Applicants need not apply.

Main duties of the job

• Provide comprehensive administrative support to the HIEM team, Executive Team and Independent Chair.
• Coordinate meetings, events, travel and accommodation, including diary and calendar management.
• Prepare, format and distribute reports, correspondence, agendas and meeting documentation.
• Take accurate meeting notes and minutes, tracking actions and ensuring follow-up.
• Maintain corporate and organisation-wide databases, spreadsheets, records, filing systems and information management processes.
• Support HR and recruitment administration, including personnel records and onboarding processes.
• Process procurement requests, purchase orders, invoices and asset management activities.
• Respond to enquiries professionally, managing complex queries and directing issues appropriately.
• Support the maintenance of departmental resources, equipment and access requests.
• Use initiative to prioritise workloads, meet deadlines and contribute to the continuous improvement of administrative processes.
• Build effective working relationships with colleagues, NHS partners and external stakeholders.

About us

We are one of 15 Health Innovation Networks around England that operate as the innovation arm of the NHS.

We bring together partners from all sectors involved in health and care including the NHS, social care and public health, patients, research, third sector and industry - to identify, test and spread new technologies and better ways of working.

We save the NHS money, generate economic growth, empower health and care staff, and improve lives for patients.

We work closely with our health and care stakeholders to establish their priorities then provide support. As part of a national network, we import evidenced solutions from other Health Innovation Network regions and export our successful East Midlands programmes on a national basis.

We have a range of objectives, but our overarching aim is always to make a difference for patients.

To find out more, visit the 'About Us' and 'Join our Team' sections of our HIEM website

Job description

Job responsibilities

Please familiarise yourself with the Job Description and Person Specification attachments located within the supporting documents section of this advert. These documents will provide a comprehensive overview for this exciting role.

HIEM is a hybrid working organisation with staff working a combination of home and office working. Our office is based in Nottingham and travel across the East Midlands may also be expected as part of this role.

This role is offered as full-time, permanent position and will be subject to a six-month probationary period.

We recognise that Generative AI (GenAI) can be a helpful tool when preparing your application. However, we have noticed a growing reliance on AI-generated content, which can sometimes reduce the personal insight and individuality that help us understand your unique skills, experiences, and motivations. If you choose to use GenAI, we encourage you to use it as a tool to support and enhance your application rather than creating your supporting statement entirely. Please confirm that you have read and understood the information above.

Job description
Job responsibilities

Please familiarise yourself with the Job Description and Person Specification attachments located within the supporting documents section of this advert. These documents will provide a comprehensive overview for this exciting role.

HIEM is a hybrid working organisation with staff working a combination of home and office working. Our office is based in Nottingham and travel across the East Midlands may also be expected as part of this role.

This role is offered as full-time, permanent position and will be subject to a six-month probationary period.

We recognise that Generative AI (GenAI) can be a helpful tool when preparing your application. However, we have noticed a growing reliance on AI-generated content, which can sometimes reduce the personal insight and individuality that help us understand your unique skills, experiences, and motivations. If you choose to use GenAI, we encourage you to use it as a tool to support and enhance your application rather than creating your supporting statement entirely. Please confirm that you have read and understood the information above.

Person Specification

Training & Qualifications

Essential

• GCSE or equivalent qualification in Maths and English

Experience

Essential

• Substantial recent secretarial / business administrator experience
• Knowledge of and ability to use MS Word, Excel, Access, Outlook and PowerPoint to a high level

Communication and relationship skills

Essential

• Ability to communicate effectively at all levels including senior managers and with external customers
• Proven record of planning, organisation and administration skills

Planning and organisation skills

Essential

• Excellent time management skills and ability to prioritise work and work to deadlines

Person Specification
Training & Qualifications

Essential

• GCSE or equivalent qualification in Maths and English

Experience

Essential

• Substantial recent secretarial / business administrator experience
• Knowledge of and ability to use MS Word, Excel, Access, Outlook and PowerPoint to a high level

Communication and relationship skills

Essential

• Ability to communicate effectively at all levels including senior managers and with external customers
• Proven record of planning, organisation and administration skills

Planning and organisation skills

Essential

• Excellent time management skills and ability to prioritise work and work to deadlines

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.
Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the .

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. .

Additional information
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.
Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the .

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. .

Employer details

Employer name

Nottingham University Hospitals NHS Trusts
Address

Sir Colin Campbell Building, University of Nottingham Innovation Park

Nottingham

NG7 2TU

United Kingdom

Employer's website