Job summary
To help provide a welcoming and professional administrative service to the Cornwall IT Services Department.
To provide a single point of communication for all CITS staff when they are out of their offices or otherwise unavailable.
CITS provides a countywide service to the healthcare community of Cornwall including:
- Programme and Project Management
- Service Management and Operational Support
- IM&T Education and Training
- Data Quality
- Primary Care IM&T advice
- Records Management Service
The main purpose of this post holder is to work as part of a small team providing office and project support across the department.
The post holder will provide administrative duties for the Director and Senior Management Team.
To administer meetings, which will include taking minutes and transcribing them to a high standard, and distributed in a timely manner.
Maintaining records for the department, both physical and electronic
Main duties of the job
Organising and arranging meetings (including equipment), sometimes with external customers such as suppliers, representatives from companies, NHS colleagues from other organisations.
Accurately reproduce minutes and actions logs from meetings.
Organising travel and accommodation.
Managing parking permits for staff and visitors.
Arranging training sessions for staff.
Use Bookwise to manage room bookings
Managing and planning for the capital and departmental project board meetings (Agenda, minutes, action list, appendices etc).
Updating the Healthroster system for staff absences, entitlements and on call duties.
Maintain the personnel files of staff working in CITS, in a secure environment, keeping track when they are moved from the department.
Supporting Managers in staff absence processes such as Maternity/Paternity/Long Term Sickness.
Support Managers in the production of personnel documentation such as Contract Amendment Forms and personnel files.
Assisting in facilitating the FOI process for the department
Ordering and maintaining stock control for the department, using available IT such as Unit 4
Log estates issues when requested via the MICAD system
About us
The CITS Administrative Team consists of two people, sharing an office managed by the Deputy Service Manager, Records Management.
Cornwall IT Services is located across two sites and there are approximately 200 members of staff in the Department, including a Senior Management Team.
Job description
Job responsibilities
PLEASE NOTE: To view the full Job Description and Person Specification, please click the supporting document on the right-hand side.
To be an employee of the NHS you need to successfully complete the following:
- Identity Checks
- Professional registration and qualification checks
- Employment history and reference checks
- Work health assessments
- Criminal record check standards
- Right to work checks
For further information please visit:
https://www.nhsemployers.org/topics-networks/employment-standards-and-regulation
Many of our staff work flexibly in many different ways. Please talk to us at interview about any flexible working arrangements you would prefer or require. While we may not be able to fully accommodate all requests, such requests will not be referenced during the interview scoring process, and we will fully consider and try to accommodate them for successful applicants.
We reserve the right to close this advert early, or when the allocated number of applications has been reached. Please submit your application at the earliest opportunity.
Job description
Job responsibilities
PLEASE NOTE: To view the full Job Description and Person Specification, please click the supporting document on the right-hand side.
To be an employee of the NHS you need to successfully complete the following:
- Identity Checks
- Professional registration and qualification checks
- Employment history and reference checks
- Work health assessments
- Criminal record check standards
- Right to work checks
For further information please visit:
https://www.nhsemployers.org/topics-networks/employment-standards-and-regulation
Many of our staff work flexibly in many different ways. Please talk to us at interview about any flexible working arrangements you would prefer or require. While we may not be able to fully accommodate all requests, such requests will not be referenced during the interview scoring process, and we will fully consider and try to accommodate them for successful applicants.
We reserve the right to close this advert early, or when the allocated number of applications has been reached. Please submit your application at the earliest opportunity.
Person Specification
Qualifications
Essential
- GCSE English and Maths minimum grade C or equivalent
- NVQ 4 Business Administration or equivalent practical experience
- OCR Level 3 Typing or equivalent
Experience
Essential
- Practical knowledge and experience of working in a busy office environment
- Practical experience of administering meetings, including taking minutes to a high quality standard
- Practical experience of taking notes in a disciplinary/grievance situation where confidentiality is of the utmost importance
- Practical experience of using software to manage staff records and training
- Practical experience of developing and maintaining filing systems (paper and electronic)
- Experience of stock control and ordering
Person Specification
Qualifications
Essential
- GCSE English and Maths minimum grade C or equivalent
- NVQ 4 Business Administration or equivalent practical experience
- OCR Level 3 Typing or equivalent
Experience
Essential
- Practical knowledge and experience of working in a busy office environment
- Practical experience of administering meetings, including taking minutes to a high quality standard
- Practical experience of taking notes in a disciplinary/grievance situation where confidentiality is of the utmost importance
- Practical experience of using software to manage staff records and training
- Practical experience of developing and maintaining filing systems (paper and electronic)
- Experience of stock control and ordering
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.
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.
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).
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