Job summary An exciting opportunity has arisen within the Division as a Business Support Administrator for someone with a positive and pro-active approach to join our team. You will be responsible for taking and transcribing notes at various meetings as required by the Division, as well as raising orders and processing invoices in relation to the Trust's Capital Programme. You will be part of the Business Support Team which provides business support for Estates & Facilities. You will have excellent communication and organisational skills in order to arrange meetings, organise the diary/scheduler and undertake administrative duties as required. Extensive experience of Word, Excel spreadsheets and the ability to prioritise your own workload and meet deadlines are essential requirements for this post. Main duties of the job To provide an efficient and confidential administrative support service to the Division. To prepare Tender and Quotation documentation for Capital Schemes, monitoring and producing detailed spread sheets regarding Capital Expenditure. Using the Unit 4 Computerised Ordering System raise official orders on behalf of the Division, processing goods received notes and invoices. To undertake Reception duties to issue visitor passes to contractors, issue and return of keys, swipe cards in accordance with Trust protocols and policies. Maintain office systems, which contribute to the efficiency of the Department. To co-ordinate the Estates & Facilities Performance Management Dashboard information for monthly Finance & Performance Meetings. Assist the Business Support Officer in the co-ordination of sickness absence data. Provide cover for the Business Support Officer to the Senior Estates Team during absences. To monitor annual leave for the Division including annual leave calculations and queries. About us We hold a unique position in the Stockport community as the provider of healthcare and we are one of its largest employers. We believe that the best organisations are those that reflect the communities they serve. We are therefore seeking to improve the diversity of our workforce to make it truly representative of our local population. We actively encourage applications irrespective of race, age, disability, sex, gender reassignment, gender identity or expression, sexual orientation, religion or belief, marriage & civil partnership, or pregnancy or maternity. Recognising those communities that are underrepresented within our workforce, we would particularly welcome applications from you. If you require support with your application please contact a member of the recruitment team, who can discuss alternative application methods. We recognise that flexible working is important. We take requests for flexible working seriously, consider any request we receive and try to work with you, so we can explore if your request may fit with the needs of the service. Benefits we offer to you: o Between 27-33 days of annual leave plus bank holidays o NHS pension scheme membership o Salary sacrifice schemes for lease cars, home electronics and more, to make your salary go further o NHS Staff discounts o Cycle to work scheme oSalary finance - for loans, savings, budget planning and tips on managing debt o Stockport Credit Union- for local financial advice Date posted 25 February 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year pro rata per annum Contract Permanent Working pattern Part-time Reference number 362-A-24-6975997 Job locations Stepping Hill Hospital Poplar Grove Stockport SK2 7JE Job description Job responsibilities To provide an efficient and confidential administrative support service to the Division. Responsible for taking and transcribing notes at various meetings as required by the Division. Undertake daily financial monitoring of the Capital Programme. Raising orders and order amendments for Capital Schemes as requested by the Head of Capital Projects and Capital Team. Process invoices in readiness for authorisation by the Head of Capital Projects and Capital Project Estates Officers, liaising with Estates Staff/Contractors and Consultants regarding variances and annotating invoices regarding the reclaim of VAT on Capital Schemes as per the requisition submitted by the Estates Officer. Prepare Tender and Quotation documentation for Capital Schemes for distribution to Contractors/Consultants. Record distributed/received information following tender/quotation closing date, all in accordance with the Trusts Standing Financial Instructions. Ensure all relevant invoices/documents are processed for Year End Close Down including incremental payments. To co-ordinate the Estates & Facilities Performance Management Dashboard information for monthly Quality & Performance Meetings. Responsible for the monitoring of appraisals undertaken within the Division to ensure that targets are maintained, and Estates & Facilities Dashboard updated on a monthly basis. To monitor annual leave for the Division, leading on annual leave calculations and enquiries for the Division. Training of staff regarding annual leave calculations. Liaise with HR regarding start dates/length of NHS Service as required. Production of annual leave reports for section managers as requested. To undertake direct inputting of Estates & Facilities staff information from monthly time sheets onto the E-Rostering system for the purpose of salaries as required. The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment and promote safeguarding by implementing the Trusts policies and procedures, acting promptly on concerns, communicating effectively and sharing information appropriately. Job description Job responsibilities To provide an efficient and confidential administrative support service to the Division. Responsible for taking and transcribing notes at various meetings as required by the Division. Undertake daily financial monitoring of the Capital Programme. Raising orders and order amendments for Capital Schemes as requested by the Head of Capital Projects and Capital Team. Process invoices in readiness for authorisation by the Head of Capital Projects and Capital Project Estates Officers, liaising with Estates Staff/Contractors and Consultants regarding variances and annotating invoices regarding the reclaim of VAT on Capital Schemes as per the requisition submitted by the Estates Officer. Prepare Tender and Quotation documentation for Capital Schemes for distribution to Contractors/Consultants. Record distributed/received information following tender/quotation closing date, all in accordance with the Trusts Standing Financial Instructions. Ensure all relevant invoices/documents are processed for Year End Close Down including incremental payments. To co-ordinate the Estates & Facilities Performance Management Dashboard information for monthly Quality & Performance Meetings. Responsible for the monitoring of appraisals undertaken within the Division to ensure that targets are maintained, and Estates & Facilities Dashboard updated on a monthly basis. To monitor annual leave for the Division, leading on annual leave calculations and enquiries for the Division. Training of staff regarding annual leave calculations. Liaise with HR regarding start dates/length of NHS Service as required. Production of annual leave reports for section managers as requested. To undertake direct inputting of Estates & Facilities staff information from monthly time sheets onto the E-Rostering system for the purpose of salaries as required. The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment and promote safeguarding by implementing the Trusts policies and procedures, acting promptly on concerns, communicating effectively and sharing information appropriately. Person Specification Education & Qualifications Essential oMicrosoft Office Qualification or extensive Microsoft Word & Excel experience oGood standard of education Desirable oECDL (European Computer Driving Licence Knowledge Desirable oKnowledge of accounting procedures (Purchase Orders, Invoices, Delivery Notes) Experience Essential oExperience of arranging meetings, diary management, taking notes at meetings oExperience of producing/implementing office systems Desirable oPrevious NHS Experience Skills & Abilities Essential oAccurate & pays attention to detail oExcellent communication skills (written & verbal) Person Specification Education & Qualifications Essential oMicrosoft Office Qualification or extensive Microsoft Word & Excel experience oGood standard of education Desirable oECDL (European Computer Driving Licence Knowledge Desirable oKnowledge of accounting procedures (Purchase Orders, Invoices, Delivery Notes) Experience Essential oExperience of arranging meetings, diary management, taking notes at meetings oExperience of producing/implementing office systems Desirable oPrevious NHS Experience Skills & Abilities Essential oAccurate & pays attention to detail oExcellent communication skills (written & verbal) 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name Stockport NHS Foundation Trust Address Stepping Hill Hospital Poplar Grove Stockport SK2 7JE Employer's website http://www.stockport.nhs.uk/ (Opens in a new tab)