NEPTS Administrator

NEPTS Administrator

The closing date is 24 May 2026

To provide a high standard of administrative support to the Divisional Director of Non Emergency Patient Transport and senior leadership team, ensuring a professional, efficient and confidential service using discretion, initiative, tact and diplomacy.

Main Duties of the Job

The role includes significant administrative support for a number of senior level meetings. Accurate recording of minutes and action notes and timely circulation of papers is required, along with the ability to maintain highly effective version control and tracking processes.

This is an exciting opportunity for someone who wishes to be part of a team that strives to provide quality patient care.

This role will be based at our Trust Headquarters in Nottingham.

About Us

• Flexible approach to working patterns, we understand the importance of a work life balance and have a wide selection of rotas for part time and full time staff
• Holiday entitlement of 27 days rising to 29 days after 5 years and 33 days after 10 years, plus public bank holiday entitlement (pro rated for part time)
• Uniform will be provided where this is a requirement of the role
• Expert training and support from our dedicated in house education team
• Membership of the NHS Pension Scheme
• Occupational Health support along with an Employee Assistance Programme
• NHS Discounts in over 200 stores including holidays, days out, car insurance, restaurants and clothing
• Salary Sacrifice Schemes and cycle to work
• An exceptional place to work, providing high quality emergency care to save lives and make a difference to people
• A first class employer, promoting equality, diversity and inclusion of our employees. We are a Rainbow Accredited organisation, and a Veteran Aware and Disability Confident employer

Job Responsibilities

• Present a professional, welcoming and helpful image to staff, other organisations, the public and media
• Provide an efficient and effective administrative support service to Senior Leadership Team and senior level meetings, paying attention to confidentiality and discretion
• Maintain an awareness of ongoing organisational issues and allocate correspondence appropriately, chasing up actions and giving position statements before meetings take place
• Deal with queries from a wide range of organisations and individuals in a professional and sensitive manner, ensuring confidentiality at all times (including handling upset or aggressive callers, when rare)
• Create and maintain forward plans, prepare agendas and distribute papers for a range of senior level meetings
• Record minutes and action notes of meetings to a high standard, accurately capturing discussions, decisions and actions
• Support the Performance Delivery Manager Service Delivery with preparation and distribution of reports, agenda and action logs for meetings
• Process travel and hotel bookings for NEPTS in line with Trust policy, and prepare detailed itineraries as required
• Ensure all documentation is dealt with efficiently and effectively, using a tracking system and following version control processes
• Take clear, precise telephone messages and resolve queries in a professional manner
• Manage all incoming and outgoing mail using tracking systems; distribute mail for action, prepare draft responses, follow up actions and record any action taken
• Manage a small team of divisional administrators
• Review and, where appropriate, action incoming electronic mail messages on behalf of the Head of NEPTS or other senior staff in their absence, as directed by the Performance Delivery Manager
• Ensure email correspondence is dealt with in a timely, efficient manner and deadlines are met, taking action where appropriate on behalf of the Head of NEPTS and Senior Leadership Team
• Type correspondence, reports and other documents to a high standard with due respect for confidentiality and corporate style
• Assist the Head of NEPTS and senior staff through prioritising appointments, diary management and dealing with telephone and other enquiries
• Manage the diary of the Head of NEPTS, coordinating and prioritising appointments and ensuring effective communication
• Provide adequate office cover arrangements in conjunction with other team members; flexibility with working hours is sometimes needed
• Maintain the functionality of printers and photocopiers and other office equipment and technology used within the administrative team, reporting faults and tracking progress as required

The duties and responsibilities of the post will be undertaken in accordance with the policies, procedures and practices of the Trust, which may be amended from time to time.

This job description is not intended to be an exhaustive list of duties and responsibilities, but to give an indication of the main areas of activity and involvement.

Person Specification Qualifications

• o3 x GCSE (or Equivalent) in English and Maths Grade C and above

Experience

• Experience of working in an administrative role delivering a function to senior level managers
• Ability to accurately produce minutes of senior level meetings
• Experience of working in a corporate governance function

Planning and Organisational Skills

• Good organisational skills and experience of setting up and maintaining systematic administrative processes

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.

East Midlands Ambulance Service NHS Trust