Job Description

SHOT Senior Administrator

This vacancy is not eligible for Visa Sponsorship. Please do not apply unless you have another means of establishing a right to work.

Job Summary

In this role you will be the point of contact for various functions in the SHOT, you will provide personal assistance to the Medical Director and SHOT Operations Manager and provide administration support to the SHOT team.

Main duties of the job

You will be required to undertake administration and clerical duties in support of the Serious Hazards of Transfusion (SHOT) team. Typically, these duties will involve :-

Providing a comprehensive personal assistant service, direct office management and administrative support to the SHOT Operations Manager, SHOT Medical Director. Providing administrative support to all members of the SHOT Team and various working groups. Ensuring the smooth running of the SHOT office and the timely prioritisation of all administrative duties. Providing administrative support to SHOT events e.g., Annual SHOT symposium and internal and external meetings with key stakeholders. Acting as a central source of communication between the SHOT Operations Manager, SHOT Medical Director, Working Expert Group and Steering Group and with agencies/contacts external to the organisation. Working with SHOT stakeholders and other agencies to ensure that SHOT objectives are met. Provides and receives information from various sources. This can be from within the department or external to the organisation. Some information will be complicated, and some will be sensitive and confidential. The methods of communication will cover electronic, written and verbal. The post holder will be required to negotiate with external providers to manage and organise the annual SHOT symposium and various external commitments on behalf of the SHOT Medical Director and Operations Manager. As a PA they will be required to use tact and persuasion. A core part of their role will be taking and disseminating formal minutes. Taking and disseminating formal minutes for the Steering and Working Expert Group meetings, the SHOT team meetings and any other associated meetings Have a thorough understanding of the pressures facing the SHOT Medical Director and Operations Manager Administrative/secretarial experience of office organisation, archiving and maintaining inventories Manages own time and prioritises workload. Works with team to manage diaries and events, including diary management and arranging of meetings for the SHOT Medical Director and the SHOT Operations Manager Is responsible for managing and ordering of the office stock and stock/merchandise for the annual symposium Must have experience of delegated financial control and stock purchasing. Be adaptable, creative, and capable of complex communications. Need to be collaborative having the necessary, collaboration, social and cross-cultural skills and be able to work under time constraints when managing as there are time critical decisions that need to be made which will need every member of the team to be able to respond requiring a timely response in a timely manner.

Planning and organisation:

Able to manage conflicting demands daily whilst providing day to day admin support to all SHOT staff including Medical Director. You will be the first point of contact for the SHOT office, and they will be responsible for triaging the queries coming into SHOT via phones and emails (there is a dedicated SHOT inbox). You will be required to answer general queries where possible and signpost to the right team members depending on the query. While prior knowledge of the organisation and tasks involved is not needed, you will need to be a quick learner and be able to prioritise conflicting work commitments and always maintain good customer relations.

About You

Qualifications

Educated to NVQ level 3

OR

equivalent level qualification

PLUS

demonstrable experience and knowledge of working in a PA or Administrative role Educated to GCSE A - C level or equivalent to include English and Maths
Standard keyboard skills

Demonstrates commitment to own continued professional development (CPD)

Experience

Experience of working in an administration role, running 'bring forward' systems and chasing progress on actions. Knowledge and understanding of legislation and guidelines relating to data protection and confidentiality Experience of working with information technology using Microsoft Office packages (Outlook, Word, Excel, Teams and PowerPoint)

About Us

It takes all types of people to deliver the kind of service that saves and improves lives. At NHS Blood and Transplant, you'll join a team of more than 6,000 people who are making a genuine difference to communities, families, friends, relatives and more across the UK. We play a unique and special role in the NHS by helping people do something extraordinary- donate blood, blood products, organs, tissues, or stem cells to save someone in need.


Our three core values are what set us apart. They guide and inspire everything we do.


By being caring, expertly meeting the needs of our patients and our people, and accepting nothing less than the best quality, we can do extraordinary work and help our people to do something extraordinary in their career, too. Three small words, one big difference - Caring, Expert and Quality. Together we'll save and improve more lives than ever.


You will join us on our journey to create an inclusive workplace and aim to reflect the diverse communities we work with, and we positively encourage applications from all sectors of the community.

What we offer:

NHSBT promotes flexible working opportunities where the role will allow. 27 days annual leave (pro rata for part-time) plus Bank Holidays, increasing to 29 days after 5 years' service and to 33 days after 10 years. NHS pension scheme. The NHS Pension Scheme is a defined benefit scheme (not dependent on investment returns) Further details and outline of benefits can be found at:

www.nhsbsa.nhs.uk/pensions

We've fostered a culture of continuous learning where colleagues are well-led, engaged, and encouraged to grow. We support you in reaching your full potential, both in your current role and future career. Our

Thrive

program embodies our commitment to learning and development, offering a wide range of activities to support your personal and professional growth. It's open to everyone at NHSBT, ensuring you have the resources to succeed and shine in your role.

Please view the attached recruitment profile which is a summary of the detailed and Person Specification for the full personal attributes we require for the role. You will need to demonstrate these throughout the recruitment process.



You will be expected to undertake some administrative functions in the SHOT office, Manchester Blood Centre, Plymouth Grove, on a regular basis (can be up to twice weekly), depending on service needs.


You will also be required to undertake occasional travel to any NHSBT sites to meet the requirements of the post (notice will be given).


This vacancy will close at 23:59 on 31st August 2025.


Interviews are anticipated to be held w/c 15/09/2025 subject to confirmation


For informal enquiries please contact Caryn Hughes, SHOT Operations Manager via email at Caryn.Hughes@nhsbt.nhs.uk