Administrator (NHS AfC: Band 4) - Estates & Facilities - Chelsea and Westminster Hospital NHS F[...]

We are an award-winning organisation providing care at two main hospital sites—Chelsea and Westminster Hospital and West Middlesex University Hospital—and a number of community-based services across London, such as sexual health and HIV clinics.

With 6,700 members of staff, we are proud to care for a diverse population of one million people. We are committed to ensuring that our workforce is just as diverse with a strong mix of skills and abilities.

Our staff are at the very heart of our organisation and we recognise the valuable contribution that each and every person working at the Trust makes. One of our Trust priorities is to be an employer of choice—a place where people want to start their career and to grow with us through continued education, professional development and support.

The post holder will be a key member of the Estates & Facilities directorate and will have an important role in ensuring delivery of a high quality Estates service and providing administrative support to the E&F team.

The post holder will provide a comprehensive Administration service to the Estates team.

The post holder will be working in a fast-paced environment, which requires a calm but proactive approach with the ability to multi-task whilst being thorough. Meeting management and maintenance of Project and Programme documentation form a large part of the role, as does a high volume of standard administrative tasks including the preparation of correspondence, presentation, briefing, Board and complex papers. Attention to detail is paramount in this post, as is the ability to prioritise workload.

Main duties of the job

The post holder will provide administration support by; attending meetings as minute taker (including taking a record of attendees, any apologies, record and transcribe notes and actions of meetings), distribution to all required within an appropriate timescale, maintain an action log and following-up actions outside of meetings. Preparing agendas, distributing notes of meetings including documenting group discussions as necessary and manage email accounts, ensure emails are actioned/disseminated, throughout each working day.

Detailed job description and main responsibilities

• Daily contact with the Estates Team to prioritise work for the day/week.
• Co-ordinate the diaries of Senior Managers and assist with the day-to-day efficient running of the office.
• Act as a point of contact for all communications and deal with appropriately, including the exchange of sensitive or contentious information.
• Ensure all queries into the office are dealt with in a timely and professional manner, initiating actions and follow-ups and reporting progress as appropriate, using judgment to ensure that messages and actions are prioritised and brought to the attention of the relevant member of the team with any supporting information.
• Administration duties, responding in a professional manner in line with data confidentiality procedures. Be able to work in a fast-paced, busy environment.
• Set up and coordinate meetings for the Estates team including booking venues, preparing agendas, completing minutes/action notes, and detailing schedules. This may include coordination with external stakeholders.
• Prepare presentations and briefing papers, project update documentation and distributing to members.
• Use word processing packages and Microsoft Office to produce various documents.
• Daily use of Outlook for communication (sending/receiving e-mails), as well as booking and checking of meeting rooms and equipment booking.
• Support with project coordination and implementation, including high-level administration support.
• Perform routine clerical duties e.g. photocopying, reports and other similar documents to specific formats using appropriate software packages and office equipment.

Person specification

Experience

• 2 years customer service and/or administration related.
• 2 years administrator experience in a similar role.

Important

• The closing date given is a guide only. There may be some occasions when we have to close a vacancy once sufficient applications have been received. You are therefore advised to submit your application as early as possible to avoid disappointment.
• Please check your emails regularly as this is how we will communicate with you throughout the recruitment process.
• If you have not heard from us within 3 weeks after the closing date, we regret that this usually means your application was not successful.
• In submitting an application, you authorise the Trust to confirm any previous NHS service details via the Inter Authority Transfer (IAT) process, should you be appointed to the post.
• During the recruitment process your identity documentation (i.e., passport, driving licence, visa etc.) will be scanned using a device which recognises UV, infrared and machine-readable zone security features of the documents provided.
• Employment at the Trust is offered subject to successful completion of a six-month probationary period.

Some roles may require weekend shifts at multiple sites.