Chesterfield Royal Hospital NHS Foundation Trust
A vacancy has arisen for a full-time Senior Facilities Administrator within the Facilities Admin Office working for Derbyshire Services Facilities Services (DSFS) based at Chesterfield Royal Hospital.
Working hours are Monday to Friday 8.00 am - 4.00 pm.
The Senior Administrative Co-ordinator is responsible for delivering administrative services for a wide range of meetings and associated administration tasks.
Providing administration and system support relating to various systems within DSFS services administration office as appropriate and to actively seek through continuous service improvement new ways of improved working.
You will be expected to work closely with the team and prioritise and provide elements of cover for annual leave to ensure service continuity and resilience.
Derbyshire Support and Facilities Services Limited currently do not offer a Certificate of Sponsorship, any applications which require sponsorship will not be considered.
Main Duties of the Job
The role provides specialist clerical and administrative services to senior facilities services staff. Working closely with peers for service continuity and resilience. The role will include minute & note taking and typing where there is a need for advanced skills. Organising and facilitating meetings and events, producing meeting action notes, agendas, as necessary and to have advanced skills commensurate with your responsibilities. These meetings can also take place using the Teams system. To effectively manage diaries as requested, ensuring that all staff are supported in achieving their requirements in respect of meeting arrangements and associated administrative processes.
Maintain a balanced workload to ensure all requirements are resourced and targets met along with the ability to work independently, using own initiative, prioritise workload.
To be responsible for correspondence and reports including drafting and typing of letters if asked and reports that require high levels of concentration in a busy office environment if requested.
Provide admin support within the office.
To proactively book meetings in by planning into the following year - maintaining a record of meetings booked.
About Us
Derbyshire Support and Facilities Services Ltd. (DSFS) is a subsidiary company that's 100% owned by Chesterfield Royal Hospital NHS Foundation Trust.
DSFS has just under 1000 staff across Soft and Hard Facilities Services, and our corporate services including ICT, Patient Records, Switchboard, Procurement, Finance, and Clinical Engineering. Very much part of the 'Chesterfield Royal family', DSFS builds on solid NHS foundations to offer a more commercial approach that's dynamic, flexible, and proactive.
DSFS is proud to be striving to achieve a truly diverse and inclusive flexible workforce by valuing and welcoming everyone's abilities, uniqueness, and individuality. All our colleagues have the right to and should be able to feel 100% themselves at work; we believe that all our people add to and should improve our culture and not just fit in with it. By embracing our diverse backgrounds and differences our culture becomes richer and makes us stronger together.
Job Responsibilities
Please see the Job description and Person Specification attached to this vacancy. This document contains a full detailed description of the role and what the main responsibilities and duties are along with the criteria that is required.
Person Specification
Qualifications and Training
* Audio Word processing, ability to produce work to RSA III standard.
* GCSE English Language grade C or above.
* HNC or equivalent in business and administration.
Experience
* First line management / Supervision.
* Relevant experience of note taking at higher level meetings.
* Experience of working as part of a multi-disciplinary team.
* Ability to work on own initiative, especially with regard to problem solving.
* Previous experience of organising and prioritising workloads.
* Previous experience of managing multiple diaries.
Skills and Knowledge
* Good interpersonal skills.
* Excellent verbal and written communication skills.
* IT skills in particular, Word, Excel.
* Ability to deal with tasks which are running simultaneously.
* Ability to meet deadlines.
* Ability to work under pressure.
* Advanced IT skills, in particular Excel and PowerPoint.
Personal Attributes
* Self-motivated.
* Professional approach.
* Able to work flexibly to meet the demands of the role.
* Methodical.
* Articulate.
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.
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