Administrator – People Directorate

Job overview

Are you a highly organised and forward thinking Administrator who enjoys bringing order to busy diaries, meetings and projects? We are looking for a proactive and dependable Administrator to join the Director of People’s team and help keep the People Directorate connected, informed and running smoothly.

This varied role at the heart of the People Directorate offers the opportunity to work closely with senior colleagues across Berkshire Healthcare, manage the Director of People’s diary, coordinate meetings and events, prepare clear records and support projects that make a real difference to our people and services. You will be a trusted first point of contact, using sound judgement, a high level of attention to detail and discretion when handling competing priorities and sensitive information.

This is a hybrid role, combining home working with office-based working at London House, Bracknell, and attendance at other Trust locations when required.

The post is 23.75 hours across five days, Monday to Friday. We welcome a conversation about flexibility.

Main duties of the job

• Manage the Director of People’s busy diary, keeping arrangements accurate and communicating changes promptly.
• Coordinate internal and external meetings, workshops and events, including rooms or Teams bookings, attendance records, refreshments and travel where needed.
• Prepare meeting papers, take clear minutes, record decisions and actions, and ensure timely follow-up.
• Organise incoming emails for the Director of People, highlight priorities and support timely responses.
• Support projects within the service and where relevant in the wider Trust by undertaking administrative and project coordination tasks, including maintaining action logs, project trackers, highlight report templates, risk and issue logs, and follow-up records under the direction of the Business and Performance Manager.
• Maintain accurate electronic records, spreadsheets, action logs, project trackers, risk and issue logs, and version-controlled documents.
• Collate, input and present information using Microsoft Office, including Excel and PowerPoint, for project, management and monthly directorate updates.
• Draft and format confidential correspondence, briefings, reports and project documents to a high standard.
• Act as a helpful central point of contact, build effective relationships and escalate matters appropriately.

Detailed job description and main responsibilities

The “must haves” for this role:

• NVQ Level 3 or equivalent qualification or experience in Business administration, project support or a related subject.
• Experience of providing a full range of administrative support, including diary management, minute taking and meeting coordination.
• Confident use of Microsoft Office, Teams, Outlook, Excel and PowerPoint, with the ability to maintain accurate records, trackers and documents.
• A proactive, organised and discreet approach, with strong communication skills and the ability to manage priorities, meet deadlines and escalate issues appropriately.

For further information about the role, please see attached job description and person specification.

Your application is your opportunity to demonstrate to us how you meet the requirements of the role. We recognise that AI tools can support accessibility, equity and confidence for applicants. However, it’s important that examples and responses given in your supporting statement genuinely reflect your own experience and abilities, as these will be explored further during the selection process. AI must not be used to provide misleading or false information during any stage of the application journey.

In addition to explaining how you meet the person specification, you must complete your employment history for at least the last five years. Any experience, skills or responsibilities referenced in your supporting statement should be evidenced within your employment history. Applications that do not include sufficient employment history to support the experience claimed may not be shortlisted.

We’re committed to equal opportunities and welcome applications from all sections of the community. Our commitment to inclusion is reflected in our accreditations: Stonewall Proud Employer, Race Equality Matters Silver Trailblazer, Neurodiversity in Business Corporate Member, Disability Confident Leader, Carer Confident Level 2, and the Armed Forces Covenant Gold Award. Reasonable adjustments will be provided to candidates as needed.

We welcome a conversation about flexibility and any other questions you may have. Please don’t hesitate to email: Karen Smythe: karen.smythe@berkshire.nhs.uk, who’ll be delighted to help.

Please note, if we receive a high number of applications, we may close this role earlier than the advertised closing date, so please submit your application as soon as possible.