Job summary
We are
currently looking to recruit an administrator working within Facilities for
37.5 hours per week.
Hours 9
am to 5 pm
The
principle purpose of this job is to support activity and provide the Facilities
Team with administrative support. The role requires skills that include
attention to detail, ability to liaise with a wide range of staff groups and
basic computer skills.
You
will need to be a highly motivated and flexible team player with excellent
organisational and communication skills. The ability to work under pressure and
effectively prioritise your own workload is essential.
Main duties of the job
The principle purpose of this job is to support
activity and provide the Facilities Team with administrative support. The role
requires skills that include attention to detail, ability to liaise with a wide
range of staff groups and basic computer skills.
About us
Our purpose is simple - Putting Patients First. We are looking for exceptional colleagues who can help us achieve this.
Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.
The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester
Our workforce is nearly 6,800 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.
We are committed to recruiting the best people to work with us to achieve our Vision - working in partnership to provide the best healthcare for our communities, leading and supporting our teams to move 4ward. Our 4ward behaviours, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.
Our objectives are simple:
- Best services for local people
- Best experience of care and best outcomes for our patients
- Best use of resources
- Best people
Better never stops, and our Clinical Services Strategy provides a clear future vision for our Trust, our hospitals, our services and our role in the wider health and care system.
We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.
Job description
Job responsibilities
Key Responsibilities:
The post is designed to:
1.Provide Admin and Clerical support to the Facilities Management team:
Receipt and distribution of departmental post
Undertake copy typing duties including; leaflets, reports, letters and other confidential documentation.
General office duties including; photocopying; distributing copies of reports, filing.
Minute taking
2.Maintain paper filing and electronic systems.
3.Assist with data collection from various internal and external systems, and basic analysis for inclusion in management reports.
4.Providing ad-hoc cover for low risk areas requiring cleanliness monitoring audits.
5.To assist with diary management, arranging meetings, organising agendas, booking meeting rooms and circulating agendas as required.
6.Provide support in special projects as required; i.e. waste segregation, recycling and environmental initiatives.
7.Handle telephone enquiries or visitors to the department as appropriate.
8.Develop and maintain good relationships with client, users, contractors, Facilities Services Management and Estates Management
9.Will ensure that confidentiality of all clinical and personal information remains secure and that the terms of the Data Protection Act are met in respect to all such information held.
10.Will participate in own appraisals and personal reviews and work to achieve agreed set objectives.
11.Will participate in appropriate training and development activities as required.
12.Liaising as necessary between and responding to enquiries from all healthcare professionals, voluntary agencies and members of the public.
13. Support the service in maintaining accurate statistical data.
14. Any other duties relevant to the running of the Service.
Job description
Job responsibilities
Key Responsibilities:
The post is designed to:
1.Provide Admin and Clerical support to the Facilities Management team:
Receipt and distribution of departmental post
Undertake copy typing duties including; leaflets, reports, letters and other confidential documentation.
General office duties including; photocopying; distributing copies of reports, filing.
Minute taking
2.Maintain paper filing and electronic systems.
3.Assist with data collection from various internal and external systems, and basic analysis for inclusion in management reports.
4.Providing ad-hoc cover for low risk areas requiring cleanliness monitoring audits.
5.To assist with diary management, arranging meetings, organising agendas, booking meeting rooms and circulating agendas as required.
6.Provide support in special projects as required; i.e. waste segregation, recycling and environmental initiatives.
7.Handle telephone enquiries or visitors to the department as appropriate.
8.Develop and maintain good relationships with client, users, contractors, Facilities Services Management and Estates Management
9.Will ensure that confidentiality of all clinical and personal information remains secure and that the terms of the Data Protection Act are met in respect to all such information held.
10.Will participate in own appraisals and personal reviews and work to achieve agreed set objectives.
11.Will participate in appropriate training and development activities as required.
12.Liaising as necessary between and responding to enquiries from all healthcare professionals, voluntary agencies and members of the public.
13. Support the service in maintaining accurate statistical data.
14. Any other duties relevant to the running of the Service.
Person Specification
Qualifications
Essential
- Basic standard of education including Maths and English to GCSE A,B or C or equivalent
Experience
Essential
- Experience of Microsoft Office systems - Word, Excel & Outlook
Desirable
- Experience of working in a customer facing environment
- Experience of Microsoft Office systems
- Knowledge & understanding of Worcestershire Acute Hospitals NHS Trust aims & objectives
Skills/Abilities
Essential
- Ability to communicate effectively, and demonstrate excellent communication skills: verbal, listening & written
- Legible handwriting.
- Ability to demonstrate an understanding of the concept of confidentiality
- Ability to work with conflicting demands
- Ability to understand & carry out instructions accurately/timely
- Ability to work as part of a team
- Attention to detail
- Ability to work on own initiative but also to know when to refer to a supervisor
- Able to prioritise work
Personal Qualities
Essential
- Reliable and punctual
- Self-awareness in terms of recognising the impact of their behaviour on others
- Able to present a professional image appropriate to the working environment
- Committed
- Motivated & Enthusiastic
- Polite, pleasant & helpful manner
- To demonstrate a willingness to learn
Person Specification
Qualifications
Essential
- Basic standard of education including Maths and English to GCSE A,B or C or equivalent
Experience
Essential
- Experience of Microsoft Office systems - Word, Excel & Outlook
Desirable
- Experience of working in a customer facing environment
- Experience of Microsoft Office systems
- Knowledge & understanding of Worcestershire Acute Hospitals NHS Trust aims & objectives
Skills/Abilities
Essential
- Ability to communicate effectively, and demonstrate excellent communication skills: verbal, listening & written
- Legible handwriting.
- Ability to demonstrate an understanding of the concept of confidentiality
- Ability to work with conflicting demands
- Ability to understand & carry out instructions accurately/timely
- Ability to work as part of a team
- Attention to detail
- Ability to work on own initiative but also to know when to refer to a supervisor
- Able to prioritise work
Personal Qualities
Essential
- Reliable and punctual
- Self-awareness in terms of recognising the impact of their behaviour on others
- Able to present a professional image appropriate to the working environment
- Committed
- Motivated & Enthusiastic
- Polite, pleasant & helpful manner
- To demonstrate a willingness to learn
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.
