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Band 4 - Emergency Planning & Operational Admin, Emergency Planning
Band 4
Main area: Emergency Planning
Grade: Band 4
Contract: Permanent
Hours: Full time
Flexible working
37.5 hours per week
Job ref: 360-E-6803-A
Department name: West Herts - General Staffing
Site: Watford General Hospital
Town: Watford
Salary: £27,857 - £30,570 pa inc. HCA
Salary period: Yearly
Closing: 01/04/2025 23:59
Job overview
The purpose of this post is to provide a range of administrative and business support to the Heads of Emergency Planning and Operational services, deputy head of Emergency Planning and Operational Services and the Emergency Planning and Operations Departments. The Administrator will be a key member of the departments, with a degree of freedom to act autonomously to free the heads of department to focus on their roles. The post holder will apply excellent judgement, discretion, and initiative, combined with excelled organisation, prioritisation and analytical skills.
This is a substantive position (37.5 hours per week), based on the Watford General site and will require the post holder to be onsite during their working hours 9am – 5pm. There may be a requirement for travel to the other Trust sites.
Main duties of the job
1. Prepare relevant agendas for meetings and conference calls.
2. Write up meeting minutes and reports from key meetings.
3. Filing of datasheet, logbooks, incident reports and correspondence.
4. Escalate Incident and business continuity plans requiring updates to relevant divisions.
5. Maintain incident log tracker.
6. Update and maintain weekly on-call rota and weekend and bank holiday plans.
7. Organise training and exercise sessions and meetings.
8. Maintain training records of the on-call team.
9. Supply data and information as and when requested by management.
10. To place orders and raise POs as required by the teams through Integra or the IT portal.
11. Report any faulty equipment to the appropriate agency.
12. Collect and distribute post as required.
13. Assist with movement of training materials around the trust to training rooms and other key areas.
Working for our organisation
With a new hospital planned for Watford and work underway to update theatres at St Albans City Hospital, this is an exciting time to join us. We are building on the success of our award-winning virtual hospital and re-imagining models of care, working ever more closely with partners and making the most of advances in digital healthcare.
Staff wellbeing and development are a priority at our Trust, as is the role of innovation in improving clinical care, outcomes and patient experience. Our vision is Excellent patient care, together and our values are to be empowered, compassionate, professional and inclusive. They capture an important balance across what we must all do as individuals and to support others.
At West Herts, we offer a variety of flexible working options as we recognise the importance of a good work-life balance and the ability to work flexibly.
We kindly invite you to consider submitting an application.
If you have a disability or long-term health condition and should you require support or guidance please contact westherts.recruitment@nhs.net
If you are a Service Leaver, Veteran, Military Reserve, Cadet Force Adult Volunteer, or partner/spouse of those serving please tick "Member of the Armed Forces Community" on the application form.
If you do not hear back within 3 weeks of your application, please assume you have been unsuccessful on this occasion.
Detailed job description and main responsibilities
As part of the role, you will monitor various shared mailboxes within core hours. The role is supporting two small, but essential departments to help manage.
You will provide an accurate and efficient admin service to the Emergency Planning and Operational Services Team, including general office duties involved with the rotas, plan production and distribution to the greater hospital community and external partners.
Other office duties will include, but are not limited to, answering phones, photocopying and scanning of forms, maintaining notice boards with up-to-date information, monitoring and responding as required to emails coming into shared mailboxes.
To place orders required by the Emergency Planning team on E-series etc.
To act in the role of personal administrator for the Head of Emergency Planning and Operational Services when required and produce any meeting materials required.
Person specification
Education and qualifications
* Educated to A-level, including English and Maths, or equivalent administration experience.
* Demonstrates a working knowledge and understanding of working with Senior Leaders.
* Awareness of wider NHS context.
Knowledge
* Experience of working in an office environment in an administration role.
* Dealing with sensitive and confidential information.
* Experience of working in a customer service environment.
* Experience of note-taking and transcribing minutes.
* Understanding of Emergency Planning.
* Ability to understand and disseminate complex and differing concepts.
* Proactively presenting ideas for improvement.
* Awareness of NHS terminology.
* Knowledge of Cerner/Electronic Patient Record (EPR).
Experience
* Previous experience in an administration role is essential.
* NHS Experience.
West Hertfordshire Teaching Hospitals NHS Trust provides acute healthcare services to a core catchment population of approximately half a million people living in west Hertfordshire and the surrounding area. The Trust also provides a range of more specialist services to a wider population, serving residents of North London, Bedfordshire, Buckinghamshire and East Hertfordshire.
As an employer of nearly 6,000 people, the Trust is one of the biggest employers in the area and sees nearly a million patients each year.
Application numbers
This vacancy may close early if it receives a high number of applications. Please complete and submit your application in good time to avoid disappointment.
Name: Solomon Brown
Job title: Head of Emergency Planning
Email address: Solomon.brown@nhs.net
Telephone number: 07393 232738
If you have problems applying, contact
Address: Watford General Hospital
Vicarage Road
Watford
Hertfordshire
WD18 0HB
Telephone: 01442 365234
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