To provide support across the Facilities management teams through a variety of tasks related to administration, organisation, service delivery, assurance and communication. The admin job scope includes facilitating meetings, maintaining systems related to the services and ensuring all necessary staff communication is cascaded via various channels. To ensure administrative tasks are completed accurately and delivered with high quality and in a timely manner.
The post holder shall also undertake tasks to ensure assurance mechanisms are in place, supporting the performance monitoring programme including but not limited to the domestic and patient catering service.
A significant part of this job role is to provide support to the Staff Engagement team, coordinating various activities, events and meetings and ensuring the communication required for a large workforce.
Main duties of the job
The main duties of this post involve providing admin and organisational support to the Facilities management team, specifically to the Head of Facilities and their two deputies but extending to other members of the Facilities management team. Additionally, the role supports the work undertaken by the staff engagement team, organising meetings and events for the wider and extended management teams and supporting various other schemes including staff reward and recognition, staff induction and development and staff communications.
Job responsibilities
The post holder will:
* Act as a communication link for the Hotel Services and other Facilities management teams, initiating the cascade of relevant information in any absence.
* Initiate the first response to urgent and important issues which may involve persuasive, motivational and negotiating skills.
* Employ a consistently professional and confident approach, reflecting the Trust values at all times.
* Manage the diaries of the Head of Facilities and Deputies when required; prioritising meetings/appointments as directed where necessary, to ensure appropriate and optimum time management, allowing sufficient work/reflective time.
* Ensure that a rolling programme of performance and development reviews and 1:1 meetings are scheduled and monitored.
* Arrange meetings as required by the senior and operational management teams ensuring the relevant information is available and that arrangements are in place for the room reservation, equipment, and refreshments, if appropriate.
* Arrange the preparation and distribution of agendas and papers for meetings, in accordance with Trust policies, procedures and timescales.
* Take and transcribe accurate minutes at various formal meetings and distribute in a timely fashion, ensuring that all follow-up action is taken.
* Open and action all emails addressed to the main Hotel Services Inbox, using own judgement and initiative to progress any issues.
* Open and sort all emails addressed to the Head of Facilities, prioritising those that require urgent attention.
* Using own judgement, draft emails and letters on behalf of the senior management team, seeking approval of the wording where appropriate and ensuring a consistently high standard.
* Provide organisational and administrative support to the Staff Engagement team, working on several initiatives within Site Services around health & wellbeing, communication & staff engagement.
* Provide support to the management teams undertaking various improvement or transformation projects, carrying out any organisational and administration tasks necessary to keep projects on plan.
* Manage and maintain the ATP swabbing data collection process, liaising with the provider to ensure optimum performance of the hardware/software and regular provision of consumables.
* Provide support and training to the Supervisory and Operational management teams in the use of Facilities systems including but not limited to Synbiotix, Menumark, Neogen ATP systems.
* Working in conjunction with the Audit Manager, provide organisational and operational support for the efficient delivery of the National Standards of Healthcare Cleanliness audit programme.
* Provide organisational and operational support for other audit programmes and surveys which may be required within Facilities.
* With consideration to procurement processes/procedures and budget constraints, raise purchase orders for stationary, office supplies and equipment and other miscellaneous items required for the Facilities services.
* Undertake tasks/projects, as required to support the Hotel Services, Staff Engagement and other Facilities management teams.
* Provide support and assistance to the admin and staff engagement teams with recruitment processes, specifically around exceptional activities such as open days.
Person Specification
Qualifications
* NVQ Level 3 in Business Admin or equivalent plus demonstrable experience or proven knowledge in similar role.
* GCSE (A-C) English and Mathematics.
* NVQ Level 4 Business Administration.
Knowledge & Experience
* Understanding of office practices, systems and procedures.
* High level of proven working knowledge of Microsoft Office applications.
* Demonstrable experience in dealing with the public and dealing with sensitive and confidential information.
* Practical experience of working in a busy office environment.
* Demonstrable experience of minute taking, transcribing and circulating minutes of meetings.
Communication
* High level of communication skills both written and verbal, demonstrating fluency and clarity.
Other Factors
* Ability to travel between sites.
* Further to full training, there will be instances of lone working associated with this post.
* Flexible approach to working hours.
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.
£26,530 to £29,114 a year Per annum, Pro Rata
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