Job summary
The role of the Administrator for Emergency Planning: To provide an accurate and efficient admin service to the Emergency Planning Team.
Main duties of the job
This includes general office duties involved with the weekly on-call rota and bank holiday, plan production and distribution to the greater hospital community and external partners. Sitrep reports and Emergency Planning inventory numbers being produced at key times during the week. Other office duties will include, but not limited to, the answering of phones, photocopying and scanning of Emergency planning forms, maintaining notice boards with up to date information, monitoring and responding as required to emails coming into the Emergency Planning generic email. To place orders required by Emergency Planning team on GHX system etc. To act in the role of personal administrator for the Head of Emergency Planning when required and produce any meeting materials required.
About us
You will be working in a small team at Princess Alexandra Hospital and occasionally at Kao Park. The role is very interesting and there is support from the previous administrator to help you with the systems and processes in place.
Job description
Job responsibilities
Responsibilities
- Provide a support admin service, using Microsoft and excel packages
- Prepare relevant agendas for meetings and conference calls
- Allocate, update and maintain weekly on-call rota
- Maintain the Head of Emergency Planning diary
- To take direction from the Head of Emergency Planning and the Emergency Planning Team for any duties that may be required.
- Organise, plan and prioritise workloads efficiently and effectively.
- Collect and distribute post as required.
- Filing of datasheet and correspondence.
- To respond promptly and politely to telephone calls and if an immediate response is required that the appropriate person is informed
- Supply data and information as and when requested by management
- Assist with movement of training materials around the trust to training rooms
- Ability to work within a team and unsupervised in day to day tasks and duties.
- Report any faulty equipment to appropriate agency
- To act as a loggist as required during incidents
- To book rooms as and when required for the Head of Emergency Planning to deliver training
- Arrange servicing of Hazmat suits
Communication
- Answer telephone enquiries, receive and pass on relevant information to the Emergency Planning Team.
- Provide a professional and efficient contact point for Emergency Planning Team both in person and on the telephone.
- Receive and co-ordinate telephone messages from wards/other departments, allied professionals and Multi agency partners and if an immediate response is required that the appropriate person is informed.
- Provide printed copies of records, and regularly update contact telephone details and bleep numbers.
- Supply data and information as and when requested by management
- Assist with facilitating the smooth running of the department.
- Monitor relevant mail boxes and action or file appropriately
Job description
Job responsibilities
Responsibilities
- Provide a support admin service, using Microsoft and excel packages
- Prepare relevant agendas for meetings and conference calls
- Allocate, update and maintain weekly on-call rota
- Maintain the Head of Emergency Planning diary
- To take direction from the Head of Emergency Planning and the Emergency Planning Team for any duties that may be required.
- Organise, plan and prioritise workloads efficiently and effectively.
- Collect and distribute post as required.
- Filing of datasheet and correspondence.
- To respond promptly and politely to telephone calls and if an immediate response is required that the appropriate person is informed
- Supply data and information as and when requested by management
- Assist with movement of training materials around the trust to training rooms
- Ability to work within a team and unsupervised in day to day tasks and duties.
- Report any faulty equipment to appropriate agency
- To act as a loggist as required during incidents
- To book rooms as and when required for the Head of Emergency Planning to deliver training
- Arrange servicing of Hazmat suits
Communication
- Answer telephone enquiries, receive and pass on relevant information to the Emergency Planning Team.
- Provide a professional and efficient contact point for Emergency Planning Team both in person and on the telephone.
- Receive and co-ordinate telephone messages from wards/other departments, allied professionals and Multi agency partners and if an immediate response is required that the appropriate person is informed.
- Provide printed copies of records, and regularly update contact telephone details and bleep numbers.
- Supply data and information as and when requested by management
- Assist with facilitating the smooth running of the department.
- Monitor relevant mail boxes and action or file appropriately
Person Specification
Evaluation of the application form meeting the criteria
Essential
- evaluation of their written communication skills
- evaluation of their application form meeting the essential criteria for the role
Desirable
- Evaluation of the application meeting some of the desirable criteria
Graded on the interview and application
Essential
- Meet a minimum of education criteria and the essential criteria
Desirable
- Desirable criteria to be marked
Interview
Essential
- Must have clear communication skills
- Knows the trusts values
- Ability to answer coherently the questions provided in interview
- Provide an overview of how they have performed the role of administrator in the past
Desirable
- Knowledge of EPRR
- Demonstrate how they have completed a report and the purpose of the report.
Person Specification
Evaluation of the application form meeting the criteria
Essential
- evaluation of their written communication skills
- evaluation of their application form meeting the essential criteria for the role
Desirable
- Evaluation of the application meeting some of the desirable criteria
Graded on the interview and application
Essential
- Meet a minimum of education criteria and the essential criteria
Desirable
- Desirable criteria to be marked
Interview
Essential
- Must have clear communication skills
- Knows the trusts values
- Ability to answer coherently the questions provided in interview
- Provide an overview of how they have performed the role of administrator in the past
Desirable
- Knowledge of EPRR
- Demonstrate how they have completed a report and the purpose of the report.
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.
