Admin Coordinator

The Admin Coordinator provides reliable, high-quality administrative and coordination support to divisional leaders, teams and/or senior colleagues. The role supports the effective running of day-to-day operations by managing diaries, meetings, correspondence and records in line with agreed processes and service standards., Administrative and Diary Support

• Manage diaries, appointments and meeting requests for allocated leaders or teams, using judgement to prioritise routine activity.
• Arrange meetings, including booking rooms, coordinating attendees, arranging refreshments and ensuring appropriate equipment is available.
• Prepare agendas, collate and distribute papers, and support meeting administration in line with agreed templates and processes.
• Formal minute taking
• Manage competing deadlines and changing priorities effectively, maintaining accuracy and professionalism during periods of pressure., The Admin Coordinator provides reliable, high-quality administrative and coordination support to divisional leaders, teams and/or senior colleagues. The role supports the effective running of day-to-day operations by managing diaries, meetings, correspondence and records in line with agreed processes and service standards.
The post holder contributes to a proactive, forward-facing Corporate Administration service, anticipating routine requirements, maintaining accurate information, and supporting governance and compliance. The role operates within defined procedures, escalating issues appropriately and working collaboratively with colleagues to ensure service continuity. The post holder will work closely with:
• Divisional leaders, managers and teams to support diary management, meetings and routine administration
• Band 6 Senior Executive Assistants / Office Managers for supervision, prioritisation and escalation
• Band 5 Executive Assistants to support coordinated ways of working and cross-cover
• Corporate Administration colleagues across sites to support consistency and resilience
• Internal services (e.g. HR, Finance, Estates, IT) as required for routine administrative processes
All roles within Corporate Administration are expected to contribute to a proactive, professional and forward-facing service that adds value, reduces risk and enables effective leadership., Administrative and Diary Support
• Manage diaries, appointments and meeting requests for allocated leaders or teams, using judgement to prioritise routine activity.
• Arrange meetings, including booking rooms, coordinating attendees, arranging refreshments and ensuring appropriate equipment is available.
• Prepare agendas, collate and distribute papers, and support meeting administration in line with agreed templates and processes.
• Formal minute taking
• Manage competing deadlines and changing priorities effectively, maintaining accuracy and professionalism during periods of pressure.
Communication and Correspondence
• Act as a first point of contact for routine enquiries, handling communications professionally and escalating where required.
• Draft and format routine correspondence, emails and documents to a clear and accurate standard.
• Ensure information is distributed accurately and in a timely way.
• Handle sensitive or confidential correspondence and enquiries with professionalism and discretion, ensuring information is shared appropriately and escalated where necessary, The Trust is committed to promoting a healthy work-life balance and achieve fair, equitable and consistent practice. We welcome flexible working requests and will consider a variety of flexible working arrangements from day one of your employment. Not all roles are suitable for every flexible working opportunity all of the time. Flexible working options may include reduced hours, compressed hours, fixed shifts, time back in lieu and home working.
The Trust is committed to promoting equality and diversity; we value the contribution of individual talent, skills, knowledge and experience and aim for a workforce demography representative of the local community. We encourage applicants from the following groups that are currently under-represented in our workforce black, Asian and minority ethnic, lesbian, gay, bisexual and Transgender (LGBTQ+), disabled, male and age 16-24. Trust policy requires that the cost of submitting & processing the successful applicant/s DBS application be recovered via salary deduction following start in post. The amount of £25.70 (standard disclosure) or £46.70 (enhanced disclosure) will be deducted from salary, in manageable monthly instalments for up to 3 months following commencement of employment. Bank posts require upfront payment. From April 2017, Skilled visa applicants and their adult dependant(s) will be required to provide a criminal record certificate from each country they have lived in consecutively for 12 months or more in the past ten years. Applicants requiring sponsorship may wish to determine the likelihood of obtaining sponsorship for this position by assessing themselves against the criteria on the gov.uk website - https://www.gov.uk/check-uk-visa. This organisation has a zero-tolerance approach to the abuse of children, young people and vulnerable adults. All staff must ensure they adhere to the organisations safeguarding children and adults' policy and comply with the Local Safeguarding Children and Adult Board procedures. Staff should be mindful of their responsibility to safeguard children and adults in any activity performed on behalf of the organisation in line with the requirements of statutory guidance and legislation. All employees (and volunteers)are expected maintain their safeguarding knowledge and skills by completing mandatory safeguarding training which includes understanding and recognising the signs of abuse and neglect and taking appropriate action. As an organisation, we have adopted the Merseyside Domestic abuse workplace scheme which supports our staff who are experiencing Domestic Abuse /any forms of sexual violence. If you have any personal requirements that will enable you to participate in our recruitment process please contact a member of the Recruitment Services by phone on at the earliest opportunity to ensure that measures can be put in place to enable your application for this post. Our statement on modern slavery We have zero tolerance of slavery and human trafficking and are committed to maintaining and improving systems, processes and policies to avoid complicity in human rights violation and to prevent slavery and human trafficking in our supply chain. The Trust policies, procedures, governance and legal arrangements are robust, ensuring that proper checks and due diligence are applied in employment procedures to ensure compliance with this legislation. We also conform to the NHS employment check standards within our workforce recruitment and selection practices. This strategic approach incorporates analysis of the Trust's supply chains and its partners to assess risk exposure and management on modern slavery. Please note: new entrants to the NHS will commence on the first pay point of the relevant band.


• Maths and English GCSE pass or equivalent or equivalent work-based experience
• Secretarial qualifications to NVQ3, RSA3 or equivalent, Essential criteria
• Experience in committee administration
• Experience of implementing and adhering to administrative policies and procedures
Desirable criteria
• Previous NHS experience, Knowledge and understanding of the Trust's corporate governance arrangements, including the structure and remit of its Standing Committees, Proficient use of language, both oral and written
• Effective minute taking
• Ability to work accurately and maintain attention to detail
• Ability to communicate at all levels including the communication of complex and sensitive information
• Ability to prioritise own workload and meet deadlines
• Ability to work collaboratively as part of a team
• Advanced level use of IT packages including Microsoft Office, Word, Excel and PowerPoint and competent use of the intranet and internet, Commitment to Trust values, equality and diversity, professionalism, and a supportive team culture
• Demonstrate professionalism, reliability and discretion
  
  NHS University Hospitals of Liverpool Group (UHL Group) was formed on 1 November 2024, born from a shared aim to improve the care we provide our communities.
We are one of the largest employers in region, with over 18,900 colleagues who are dedicated to caring for our communities - from birth and beyond. For the 630,000 people across Merseyside, we are their local NHS. We provide general and emergency hospital care, alongside highly specialised regional services that extend to more than two million people in the North West. We operate from five hospital sites: Aintree University Hospital is the single receiving site for adult major trauma patients in Cheshire and Merseyside, and hosts a number of regional services including an award-winning stroke facility. Broadgreen Hospital is home to several elective surgical, diagnostic and treatment services, together with specialist patient rehabilitation. Liverpool Heart and Chest Hospital provide specialist services in cardiothoracic surgery, cardiology and respiratory medicine, both in the hospital and out in the community. Liverpool Women's Hospital specialises in the health of women and babies, delivering over 7,200 babies in the UK's largest single site maternity hospital each year. The Royal Liverpool University Hospital is the largest hospital in the country to provide inpatients with 100% single en-suite bedrooms and mainly focuses on complex planned care and specialist services.

Note: Under current Home Office Immigration Rules we are currently unable to offer right to work visa sponsorship for Band 2 and 3 roles with a salary of less than £25,000 pa as they do not meet the UK Visas & Immigration criteria.