Job summary
The post holder will be responsible for co-ordinating and managing Domestic Service department specific documentation and information and maintaining an accurate record and distribution system.
The post holder will play a major role in providing a quality administration/support service to the Domestic Services Team. The post holder will work as part of the Domestic Services Team and as such, will be required to carry out other support and secretarial tasks.
Main duties of the job
o Manage and maintain the document and data control process withinthe Domestic Services office, using defined systems (HealthRoster)o Issue any relevant progress reports to the Domestic Services Managers.o Correlation of all documentation, logging, filing and distributionaccordingly, ensuring accurate audit trail is maintained.o Control the quality system within the Domestic Services Office, capturing all relevant processes, and review regularly.o Provide admin support for NSoC 2021 (National Standards of Cleanliness 2021)
o To attend and minute meetings as and when required, maintain a log ofrequired actions and decisions.o To pro-actively manage the actions log providing updates as requiredby the Domestic Services Managers.o Provide administrative support to the Domestic Services team in all aspects of work . This will also include the co-ordination of diaries, arrangement of meetings, venues and catering requirementsetc.o Undertaking general administration duties including typing,photocopying, distributing and filing all correspondence, dealing withincoming mail and telephone calls/enquiries, review and completion of pay querieso Maintain an effective 'bring forward' system, ensuring that deadlinesare adhered to and action is taken as appropriate.o Provide secretarial support to the Domestic Services Managers as and when required.o Carry out any other relevant duties that may be requested to ensurethe systems within the Domestic Services team are under control.
About us
Liverpool University Hospitals NHS Foundation Trust was created on 1 October 2019 following the merger of two adult acute Trusts, Aintree University Hospital NHS Foundation Trust and the Royal Liverpool and Broadgreen University Hospitals NHS Trust.
The merger provides an opportunity to reconfigure services in a way that provides the best healthcare services to the city and improves the quality of care and health outcomes that patients experience.
The Trust runs Aintree University Hospital, Broadgreen Hospital, Liverpool University Dental Hospital and the Royal Liverpool University Hospital.
It serves a core population of around 630,000 people across Merseyside as well as providing a range of highly specialist services to a catchment area of more than two million people in the North West region and beyond.
To hear more about our achievements click herehttps://www.liverpoolft.nhs.uk/media/13089/1606-annual-report-booklet_final.pdf
Follow us on Social Media:
Facebook - Liverpool University Hospitals Careers
Instagram - @LUHFTcareers
Twitter - @LUHFTcareers
Job description
Job responsibilities
Manage and maintain the document and data control process withinthe Domestic Services office, using defined systems (HealthRoster) Issue any relevant progress reports to the Domestic Services Managers. Correlation of all documentation, logging, filing and distributionaccordingly, ensuring accurate audit trail is maintained. Control the quality system within the Domestic Services Office, capturing all relevant processes, and review regularly. Provide admin support for NSoC 2021 (National Standards of Cleanliness 2021)
To attend and minute meetings as and when required, maintain a log ofrequired actions and decisions. To pro-actively manage the actions log providing updates as requiredby the Domestic Services Managers. Provide administrative support to the Domestic Services team in all aspects of work . This will also include the co-ordination of diaries, arrangement of meetings, venues and catering requirementsetc. Undertaking general administration duties including typing,photocopying, distributing and filing all correspondence, dealing withincoming mail and telephone calls/enquiries, review and completion of pay queries Maintain an effective bring forward system, ensuring that deadlinesare adhered to and action is taken as appropriate. Provide secretarial support to the Domestic Services Managers as and when required. Carry out any other relevant duties that may be requested to ensurethe systems within the Domestic Services team are under control.
Communication Skills The post holder should display excellent written and verbalcommunication skills in liaising with other team members, Trustpersonnel and external bodies. The ability and commitment to work as an effective team member. The post holder should display professionalism when representing thedepartment.
General Support the Manager in;- induction and supervision of new staff within the Domestic Services Team- implementing existing policies and procedures. Co-operate fully in the introduction of new technology and of newmethods of working as appropriate to the post holder. Continuously update knowledge of new trends and maintain andimprove knowledge and competence, through self-development. Undertake all mandatory training as required by the Trust.
Job description
Job responsibilities
Manage and maintain the document and data control process withinthe Domestic Services office, using defined systems (HealthRoster) Issue any relevant progress reports to the Domestic Services Managers. Correlation of all documentation, logging, filing and distributionaccordingly, ensuring accurate audit trail is maintained. Control the quality system within the Domestic Services Office, capturing all relevant processes, and review regularly. Provide admin support for NSoC 2021 (National Standards of Cleanliness 2021)
To attend and minute meetings as and when required, maintain a log ofrequired actions and decisions. To pro-actively manage the actions log providing updates as requiredby the Domestic Services Managers. Provide administrative support to the Domestic Services team in all aspects of work . This will also include the co-ordination of diaries, arrangement of meetings, venues and catering requirementsetc. Undertaking general administration duties including typing,photocopying, distributing and filing all correspondence, dealing withincoming mail and telephone calls/enquiries, review and completion of pay queries Maintain an effective bring forward system, ensuring that deadlinesare adhered to and action is taken as appropriate. Provide secretarial support to the Domestic Services Managers as and when required. Carry out any other relevant duties that may be requested to ensurethe systems within the Domestic Services team are under control.
Communication Skills The post holder should display excellent written and verbalcommunication skills in liaising with other team members, Trustpersonnel and external bodies. The ability and commitment to work as an effective team member. The post holder should display professionalism when representing thedepartment.
General Support the Manager in;- induction and supervision of new staff within the Domestic Services Team- implementing existing policies and procedures. Co-operate fully in the introduction of new technology and of newmethods of working as appropriate to the post holder. Continuously update knowledge of new trends and maintain andimprove knowledge and competence, through self-development. Undertake all mandatory training as required by the Trust.
Person Specification
Qualifications
Essential
- GCSE English Language & Maths or equivalent
- RSA 2(or equivalent) Typing/WP ability
Desirable
- Ability to produce documents to a high standard
Experience
Essential
- Demonstrable previous document/system control experience
Desirable
- Knowledge of NHS and/or Project Management environment advantageous
- PRINCE 2
Knowledge
Essential
- Thorough understanding of MS Office software packages, including Microsoft Outlook
- Excellent knowledge and understanding of MS Word and associated packages. Must possess fast accurate typing skills
Desirable
- Advanced Word, Excel, Powerpoint, Database Management. Project Office software, e.g. MS Project Standard.
Skills
Essential
- Ability to work within a high pressure environment, and have the ability to multi-task
Other
Essential
- Excellent interpersonal skills, the ability to communicate effectively with all members of the Project Team and the Trust, and externally with project advisors
- Must be a self-start who will approach tasks in a co-ordinated manner and with sensitivity, thus ensuring tasks are completed efficiently and on target, with minimum supervision
- Must have an excellent telephone manner
Person Specification
Qualifications
Essential
- GCSE English Language & Maths or equivalent
- RSA 2(or equivalent) Typing/WP ability
Desirable
- Ability to produce documents to a high standard
Experience
Essential
- Demonstrable previous document/system control experience
Desirable
- Knowledge of NHS and/or Project Management environment advantageous
- PRINCE 2
Knowledge
Essential
- Thorough understanding of MS Office software packages, including Microsoft Outlook
- Excellent knowledge and understanding of MS Word and associated packages. Must possess fast accurate typing skills
Desirable
- Advanced Word, Excel, Powerpoint, Database Management. Project Office software, e.g. MS Project Standard.
Skills
Essential
- Ability to work within a high pressure environment, and have the ability to multi-task
Other
Essential
- Excellent interpersonal skills, the ability to communicate effectively with all members of the Project Team and the Trust, and externally with project advisors
- Must be a self-start who will approach tasks in a co-ordinated manner and with sensitivity, thus ensuring tasks are completed efficiently and on target, with minimum supervision
- Must have an excellent telephone manner
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).
