Senior Administrative Officer

Job overview

An exciting opportunity has arisen for an organised and proactive Senior Administrative Officer to join the Chief Executives’ Office. This varied role offers the chance to work at the heart of a busy, high-profile service, providing essential support that helps the office run smoothly.

You will play a key role in supporting complex administrative processes, coordinating meetings, maintaining accurate records, producing reports and papers, and acting as a key contact for internal and external stakeholders. The role calls for excellent communication and IT skills, strong attention to details, and the ability to manage competing priorities while handling sensitive information with discretion.

We are looking for someone with administrative experience in a complex organisation, ideally with experience supporting senior leaders and a good understanding of confidentiality, information governance, and NHS working practices. If you are calm, highly organised, and take pride in delivering a professional and reliable service, we would be delighted to hear from you.

Main duties of the job

• Provide high-level administrative support to the Chief Executive’s Office, helping a busy, high-profile service run smoothly, efficiently and professionally.
• Act as a key contact for senior leaders, staff and external stakeholders, handling enquiries with professionalism, discretion and sound judgement.
• Organise meetings and events, manage diaries, prepare papers, take minutes and ensure actions are followed up promptly.
• Draft and produce high-quality correspondence, reports and briefing papers, using strong written skills and digital confidence.
• Maintain accurate records and support good governance, handling sensitive information securely and confidentially.
• Support service improvement, provide cross-cover for colleagues and adapt quickly to changing priorities in a fast-paced team.

Detailed job description and main responsibilities

Please refer to the attached job description for full details of the main duties and responsibilities that the post holder is required to undertake.

• Provide comprehensive administrative and organisational support to the Chief Executive’s Office to help ensure the smooth running of services.
• Act as a first point of contact for internal and external enquiries, dealing with visitors, telephone calls and correspondence in a professional and confidential manner.
• Organise and support meetings, including diary management, scheduling, booking rooms, preparing agendas, circulating papers and taking accurate minutes.
• Draft, proofread and quality-check correspondence, reports, briefing notes and other formal documents for senior leaders.
• Maintain accurate electronic and paper records, ensuring information is handled securely and in line with data protection, confidentiality and governance requirements.
• Coordinate day-to-day office processes, follow up actions from meetings and respond to routine queries independently, escalating more complex issues where needed.
• Support the planning and coordination of events, travel arrangements and multi-stakeholder meetings across Group Headquarters and other sites.
• Process purchase orders, invoices and stationery requests, ensuring resources are managed efficiently and in line with procurement procedures.
• Work collaboratively with colleagues across the Executive Office, providing cross-cover during absences and supporting consistent administrative standards.
• Contribute to service improvement by supporting new systems, improving administrative processes and helping to maintain effective governance arrangements.
• Handle sensitive or sometimes distressing enquiries with discretion, empathy and professionalism.
• Manage competing priorities, use sound judgement and work independently in a busy and high-profile environment.