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University Hospitals Sussex NHS Foundation Trust (279)

Front of House Admin - CMEC

Information:

This job is now closed

Job summary

The Front of House provides the first "port of call" for all visitors to the educational facilities of CMEC. The Front of House manages all the electronic room booking system, maximising room usage and provides all "front of house" services for meetings and conferences, including some reprographic work. The post holder takes all bookings for CMEC and allocating appropriate rooms to maximise room usage. The post holder is also responsible for the book or meeting sponsors where applicable. The post holder is primarily responsible for the smooth running of meetings and conferences held in the centre including invoicing room hire and setting up of equipment and ensuring room is set up as required. The post holder provides clerical assistance for medical education and supporting document production, photocopying etc.

Main duties of the job

  • Provide an accessible, helpful and courteous "front of house" service for all users including visitors to CMEC, including car park reservations / assisting with queries with the ability to use tact and diplomacy where necessary
  • Co-ordinate & oversee arrangements, as required, to ensure the smooth running of meetings, conferences and room bookings. Providing advice on room suitability / event planning.
  • Discuss sensitive/complexed financial information with external companies to review against room booking charges and generate invoice for payment.
  • Book catering for PGME events and oversee catering requirements for all CMEC users where applicable
  • Arrange and book meeting sponsors/drug representatives as applicable for meetings.
  • Prepare rooms for meetings and courses, ensuring facilities are equipped with suitable furniture and audio-visual equipment. Be on hand to deal with unexpected issues and be confident at problem solving.
  • To provide first stage IT/AV support / keep up to date with new equipment.
  • Liaise with external contractors, ensuring safe entry and egress, including organisation of car parking and security arrangements for out of hours work
  • Carry out regular checks on facilities within the centre, liaising with the Estates and Facilities department regarding repairs and maintenance required in order to maintain a fully functioning centre and safe working environment.

About us

We are a busy Medical Education Centre and facilitate meetings for Consultants and Trainee doctors and management groups throughout the Trusto Receive all users to the department in a professional, welcoming mannerwhile actively maintaining the security of the areao Provide general non-clinical advice, information, guidance or ancillary servicesdirectly to patients, clients, relatives or carers.

Details

Date posted

05 September 2023

Pay scheme

Agenda for change

Band

Band 3

Salary

£22,816 to £24,336 a year per annum, pro rata

Contract

Permanent

Working pattern

Part-time, Job share

Reference number

279-SRH5488939-JUL23-A

Job locations

St. Richard's Hospital

Spitalfield Lane

Chichester

PO19 6SE


Job description

Job responsibilities

The post holder administers the room bookings system, keeping the centre diary fully up-to-date with detailed information. The post holder is also responsible for the analysis of room capacity and usage and is required to provide up to date information to the Medical Education Managers, the DME and HEE KSS. The post holder will ensure the smooth running of all meetings and conferences. They will ensure that rooms are set up correctly and that the CMEC building is correctly maintained, operational and meets Health & Safety requirements, reporting issues to Estates when necessary.

Job description

Job responsibilities

The post holder administers the room bookings system, keeping the centre diary fully up-to-date with detailed information. The post holder is also responsible for the analysis of room capacity and usage and is required to provide up to date information to the Medical Education Managers, the DME and HEE KSS. The post holder will ensure the smooth running of all meetings and conferences. They will ensure that rooms are set up correctly and that the CMEC building is correctly maintained, operational and meets Health & Safety requirements, reporting issues to Estates when necessary.

Person Specification

Essential

Essential

  • NVQ level 3 Customer Service/Business Administration or equivalent experience o5 GCSEs A-C level or equivalentCompetent in using Microsoft Office, PowerPoint, Outlook, Word & Excel

Desirable

  • oKnowledge of audio-visual equipment o
Person Specification

Essential

Essential

  • NVQ level 3 Customer Service/Business Administration or equivalent experience o5 GCSEs A-C level or equivalentCompetent in using Microsoft Office, PowerPoint, Outlook, Word & Excel

Desirable

  • oKnowledge of audio-visual equipment o

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.

Certificate of Sponsorship

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.

Certificate of Sponsorship

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).

Employer details

Employer name

University Hospitals Sussex NHS Foundation Trust (279)

Address

St. Richard's Hospital

Spitalfield Lane

Chichester

PO19 6SE


Employer's website

https://www.uhsussex.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

University Hospitals Sussex NHS Foundation Trust (279)

Address

St. Richard's Hospital

Spitalfield Lane

Chichester

PO19 6SE


Employer's website

https://www.uhsussex.nhs.uk/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Academic Registrar

Lisa Neville

lisa.neville@nhs.net

01243788122

Details

Date posted

05 September 2023

Pay scheme

Agenda for change

Band

Band 3

Salary

£22,816 to £24,336 a year per annum, pro rata

Contract

Permanent

Working pattern

Part-time, Job share

Reference number

279-SRH5488939-JUL23-A

Job locations

St. Richard's Hospital

Spitalfield Lane

Chichester

PO19 6SE


Supporting documents

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