Job summary
At LUHFT everything we do works towards our mission of supporting our patients, staff and our local communities to lead happier, healthier, fairer lives...Our Domestic Team go the extra mile to make a safe and clean environment for our patients, visitors, and staff, we are looking for a Department Administrator to join the Domestic Team, to work in a exciting, dynamic, and fast-paced environment.
You will be professional, hard working and efficient, have an excellent customer service and telephone manner and be willing to use your initiative and work independently, Have you got a 'can do' attitude and willing to go above and beyond to make a difference, if so this role offers just that.
Main duties of the job
In this role, you will be responsible for the advice, support and guidance on all Health Roster queries and associated administrative matters, acting as the principle contact point in a large Domestic Department you will provide an effective service to the Department with eRostering, Employee Online, and other associated Allocate Systems.
You will respond to telephone, e-mail and written communications, ensuring timely and accurate completion of changes and requests relating to Health Roster; setting up new users, resolving issues and advising staff.
The post holder will be critical in aligning ESR and eRostering data, resolving issues, maintaining processes and procedures and producing system reports.
You will need to be adaptable, and flexible, and looking for a challenging but rewarding role. You will need to have good attention to detail, be good at problem solving, and able to use your initiative make decisions. You will need to be logical and good at problem solving
The post holder will be responsible for supporting administration of internal quality systems and processes in order to support the senior Domestic Team in the arrangements for information, including data input/cleansing, analysis, presentation and report writing.
Produce reports ensuring data uploads are completed, and escalating to the service manager when appropriate, and ensure relevant spreadsheets are kept up to date.
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
To act as a central hub for receiving, processing and distributing programme and project information and documents, maintaining a database as required.
Set up and maintain a configuration library to identify, record and track alldocumentation associated with a programme or project, maintaining version control. Undertake word processing.
To support the production and tracking of project plans and associatedreports in-line with internal project governance standards (PRINCE2).Maintain and provide a quality control function for programme management.
Be involved in the development of standards to support the successfuldelivery of programmes and projects.
Be responsible for coordinating the preparation of agendas and papers formeetings as well as the production of minutes.
Book venues and arrange meetings, seminars, training, travel andaccommodation for team staff, as well as providing support with thepreparation and running of events and workshops.
Make and receive calls, acting as the first point of contact on behalf ofprogramme/project or other supported functions staff. The post holder must be able to field calls and provide information where appropriate.
Manage team members diaries
Monitor and sort incoming/outgoing correspondence for action (bothelectronic and written) and reply through verbal/written communication and email when required. Where the intended recipient is absent, reallocate correspondence appropriately.
Participate in the production of written procedures and protocols for within Programme and project management support and administration and inform staff of such procedures and protocols.
To provide a quality assurance role in respect of documentation andprogramme and project standards used.
Support the project teams and staff with the management of risks, issues and benefits. In particular develop and maintain up to date associated registers, ensuring that the owners are aware of when escalation is required.
To liaise with external agencies and suppliers, as required on behalf of theproject office and project staff. This will include the processing and sharing of information relating to particular projects.
To provide cover where necessary for other Project Office staff
Job description
Job responsibilities
To act as a central hub for receiving, processing and distributing programme and project information and documents, maintaining a database as required.
Set up and maintain a configuration library to identify, record and track alldocumentation associated with a programme or project, maintaining version control. Undertake word processing.
To support the production and tracking of project plans and associatedreports in-line with internal project governance standards (PRINCE2).Maintain and provide a quality control function for programme management.
Be involved in the development of standards to support the successfuldelivery of programmes and projects.
Be responsible for coordinating the preparation of agendas and papers formeetings as well as the production of minutes.
Book venues and arrange meetings, seminars, training, travel andaccommodation for team staff, as well as providing support with thepreparation and running of events and workshops.
Make and receive calls, acting as the first point of contact on behalf ofprogramme/project or other supported functions staff. The post holder must be able to field calls and provide information where appropriate.
Manage team members diaries
Monitor and sort incoming/outgoing correspondence for action (bothelectronic and written) and reply through verbal/written communication and email when required. Where the intended recipient is absent, reallocate correspondence appropriately.
Participate in the production of written procedures and protocols for within Programme and project management support and administration and inform staff of such procedures and protocols.
To provide a quality assurance role in respect of documentation andprogramme and project standards used.
Support the project teams and staff with the management of risks, issues and benefits. In particular develop and maintain up to date associated registers, ensuring that the owners are aware of when escalation is required.
To liaise with external agencies and suppliers, as required on behalf of theproject office and project staff. This will include the processing and sharing of information relating to particular projects.
To provide cover where necessary for other Project Office staff
Person Specification
Qualifications
Essential
- ECDL/ RSAII/OCR Advanced Text Processing (Modules: Text Production/Word Processing) or knowledge of Word Processing or equivalen
- HND or equivalent
Experience
Essential
- Ability to demonstrate experience and success in supporting projects
- Experience of administration procedures
- Experience of receiving, collating and updating numerous documents and logs
- Experience of working in a programme/project environment
- Ability to comment on proposals for change in own work area
Skills
Essential
- Excellent interpersonal skill
- Ability to use different styles of communication at all levels
- Ability to deliver training
- Ability to appropriately communicate changes to project information
- Able to manage own time and work unsupervised
Person Specification
Qualifications
Essential
- ECDL/ RSAII/OCR Advanced Text Processing (Modules: Text Production/Word Processing) or knowledge of Word Processing or equivalen
- HND or equivalent
Experience
Essential
- Ability to demonstrate experience and success in supporting projects
- Experience of administration procedures
- Experience of receiving, collating and updating numerous documents and logs
- Experience of working in a programme/project environment
- Ability to comment on proposals for change in own work area
Skills
Essential
- Excellent interpersonal skill
- Ability to use different styles of communication at all levels
- Ability to deliver training
- Ability to appropriately communicate changes to project information
- Able to manage own time and work unsupervised
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).
