Job vacancy: Administration Assistant, Calderdale and Huddersfield NHS Foundation Trust, Halifax

Job summary

Main area

Administration

Grade

NHS AfC: Band 3

Contract

18 months (fixed-term)

Hours

Part time
Flexible working

18 hours per week (up to 18 hours per week)

Job ref

372-FSS2817-B

Employer: Calderdale and Huddersfield NHS Foundation Trust
Employer type: NHS
Site: Calderdale Royal Hospital
Town: Halifax
Salary: £24,937 - £26,598 per annum, pro rata
Salary period: Yearly
Closing: 06/02/2026 23:59
Interview date: 12/02/2026

Administration Assistant

NHS AfC: Band 3

Calderdale and Huddersfield NHS Foundation Trust (CHFT) are committed to equal opportunities and welcome applications from all sections of the community, regardless of any protected characteristics.

We are committed to recruiting to our values. Leading One Culture of Care underpins our values by creating an environment, tone and behaviours across all parts of the Trust that are fundamentally rooted in compassionate care.

We are open to considering a wide range of flexible working arrangements. There are opportunities to flex the days of the week, hours and times of work and place of work including: part-time, job-share, flexible working hours and the possibility to work from home when appropriate. Please talk to us during the interview process to discuss any flexibility that you may require.

We received our Silver Award from the Defence Employer Recognition Scheme which is helping actively promote SaBRE - Supporting Britain’s Reservists and Employers. This means that we provided its statement of intent to support all Defence personnel and we welcome application to work for us.

Our Future Plans

The Department of Health and Social Care has awarded capital funding to invest in local health services at both Calderdale Royal Hospital and Huddersfield Royal Infirmary. This is a significant investment and an opportunity to enhance services for our populations in Calderdale and Huddersfield and West Yorkshire for generations to come. To find out more, please visit https://future.cht.nhs.uk/

Detailed job description and main responsibilities

Main duties:

To provide general office and administration support to the department.

Answer telephone calls in a polite and professional manner, taking accurate messages.

· Greet visitors / customers in a polite and professional manner, dealing with their enquiries in an efficient and timely fashion.

Carry out general office duties such as formatting documents, photocopying, laminating, scanning, printing and shredding.

· Attend and take part in team meetings and regular reviews with the line manager.

Ordering requests for equipment and stationery for the Directorates.

· Arrange and coordinate meetings as instructed, acting as minute taker, sharing required documents, updating of meeting workplans and action plans to share with peers.

· Relaying verbal communication to appropriate team members.

· To provide administration support to Children’s and Women’s Directorates as required.

· Manage own diary.

· Manage Senior team diaries as required.

· To book rooms, equipment and hospitality for events arising from Directorates.

· To book travel and accommodation as requested.

· Work within all Trust policies and procedures.

· To follow Health and Safety Policy relevant to the working environment and attend mandatory updates in accordance with the Trust policy.

· Undertake personal training and development where appropriate.

Person specification

QUALIFICATIONS / TRAINING

Essential criteria

GCSE (or equivalent) grades A*- E in Math’s and English
Commitment to ongoing training and development
NVQ Business Administration or Customer Service (or equivalent)

Desirable criteria

Word Processing RSA II or equivalent experience
ECDL or equivalent
Audio Typing

KNOWLEDGE, EXPERIENCE & EXPERTISE

Essential criteria

Excellent written and verbal skills.
Ability to prioritise own workload within a busy office setting
Experience of working in an office environment providing administrative support
Working knowledge of Microsoft Office packages including Word, Outlook, Power point and Excel
Able to demonstrate experience in collating and reporting data
Understanding of Confidentiality and Data Protection
Email and electronic diary systems
Ability to respond positively to changing requirements
Strong team working skills
Ability to prioritise
Use own initiative and awareness of limitation of the role.

Desirable criteria

Previous experience of working in the NHS or HEI in a similar role
Knowledge of NHS or other public/voluntary sector bodies

COMMUNICATION AND RELATIONSHIPS (INCLUDING MANAGEMENT RESPONSIBILITIES)

Essential criteria

Excellent communication skills, including being able to communicate with people at all levels and across various HEIs and teams/services.
Articulate, calm, polite and well-motivated with a positive attitude to customer care
Effective listening skills
Ability to follow agreed protocols, seeking help appropriately, particularly around unforeseen circumstances

Our vision is to provide One Culture of Care for one another in order that we can provide compassionate care for the people who use our services. We are passionate about creating a workplace where we work together to get results, encouraging colleagues to have their say, in order to co create the change we want to see. We take pride in the diversity of our workforce that’s why we encourage applications from all. Reasonable adjustments will be made for disabled applicants.

We understand that more applicants are using AI technology to help with their applications. While these tools can be useful, they cannot fully capture your skills, knowledge, and experience. It’s important that you personalise your application. Relying solely on AI is not recommended, as it may reduce your chances of success. Our screening process is thorough, so if you have used AI, please make sure to disclose this on your application form.

Please ensure your application is submitted with referees who can verify your employment/education history over the last three years and include valid email addresses for them. We will request electronic Factual Employment References from your previous employers. These references will be requested before you are issued with an unconditional offer of employment letter.

Candidates who require a Skilled Worker visa to work in the United Kingdom can determine the likelihood of obtaining a Certificate of Sponsorship for this position by assessing their circumstances against the criteria specified on the Check if you need a UK visa - GOV.UK website. We encourage all applicants to review these criteria carefully to understand their eligibility for sponsorship.

If you are appointed to a post, information will also be transferred into the NHS Electronic Staff Records system. The Inter-Authority Transfer (IAT) process is a critical and beneficial component of ESR and following interview your previous NHS employment data, if applicable will be transferred from your current / most recent employer.

You may be required to undertake a DBS. The Trust will administer the DBS check on your behalf and will recover the cost (Enhanced £54.40, Standard £26.40 or Basic £26.40) from your salary when you commence in post (including Internal staff). You will also be required to participate in the DBS Update Service and pay the £16 cost per year. This is a condition of your employment.

CHFT is part of the West Yorkshire Association of Acute Trusts (WYAAT), a collaborative of the NHS hospital trusts from across West Yorkshire and Harrogate working together to provide the best possible care for our patients.

If you have any questions please contact [email protected] for assistance.