Job summary
An exciting opportunity has arisen for an Admin Co-Ordinator to join our team and provide an efficient and effective administrative service within NHFM . This role will specifically be providing administrative support for our Soft services and Estates teams, but the post holder will work in partnership with all NHFM Admin teams.
"Please note, for Secondment roles before an application is submitted, please ensure you have received the appropriate approval and completed documentation required beforehand, as this may delay the process if an offer was to be made."
Please note we reserve the right to close this vacancy prior to the closing date once the required number of suitable applications have been received.
Main duties of the job
Provide an efficient and effective administrative service to the Soft services and Estates teams.
Co-ordinate the processing of orders and invoices and the updating of relevant databases.
Supporting other NHFM Admin teams when required.
Judgments involving facts or situations some of which require analysis where there is more than a straightforward choice of options, such as analysis of financial queries or discrepancies.
About us
NHFM is a wholly owned subsidiary of Northumbria Healthcare NHS Foundation Trust. Established in 2012, NHFM provide specialist project management services for large and small capital developments, estates maintenance and a full range of facilities services. Carrying out facilities management for a state-of-the-art specialist emergency care hospital - The Northumbria, three general hospitals - North Tyneside, Wansbeck and Hexham hospitals - and a number of smaller community hospitals and clinic sites, we cover one of the largest geographical areas of any NHS trust in the country.
Work for us and you will be making a real difference to the NHS and the thousands of people who use our services each year. Visit our website www.nhfm.co.uk for more information about who we are and benefits of working for us.
Job description
Job responsibilities
Provide an administrative service to NHFM and fully adhering to all Trust Policies.
Transcribe minutes of key meetings in a timely and accurate manner.
Maintain action records of key meetings, sharing actions as appropriate and in a timely manner.
Responsible for efficient booking of staff training requirements, venue information in conjunction with Department Managers.
Responsible for accurate records in the Human Resource Systems - ESR, Healthroster and Therefore systems to assist/support Department Manager.
Support the management team by organising appraisals and facilitating training.
High standard of communication, organisational skills and administration to include Excel spreadsheets and full use of all Microsoft Office packages.
Typing letters under direction from Department Manager/ Supervisors.
Responsible for processing and recording invoices and collation of invoices for payment in all aspects of financial records in accordance with the Trusts Standing Financial standing instructions.
To observe confidentiality acquired in course of work with internal and external client, visitors and Trust employees.
Checking and processing paperwork in regards to contractors where required.
Job description
Job responsibilities
Provide an administrative service to NHFM and fully adhering to all Trust Policies.
Transcribe minutes of key meetings in a timely and accurate manner.
Maintain action records of key meetings, sharing actions as appropriate and in a timely manner.
Responsible for efficient booking of staff training requirements, venue information in conjunction with Department Managers.
Responsible for accurate records in the Human Resource Systems - ESR, Healthroster and Therefore systems to assist/support Department Manager.
Support the management team by organising appraisals and facilitating training.
High standard of communication, organisational skills and administration to include Excel spreadsheets and full use of all Microsoft Office packages.
Typing letters under direction from Department Manager/ Supervisors.
Responsible for processing and recording invoices and collation of invoices for payment in all aspects of financial records in accordance with the Trusts Standing Financial standing instructions.
To observe confidentiality acquired in course of work with internal and external client, visitors and Trust employees.
Checking and processing paperwork in regards to contractors where required.
Person Specification
Qualifications
Essential
- NVQ 3 - Business Admin or equivalent level of acquired knowledge/experience.
- RSA11 standard or acquired knowledge in a similar role.
Desirable
- Customer Care Qualification.
Experience
Essential
- Experience in working in a confidential environment
Desirable
- Recruitment & Selection training
- Experience of ESR/HERO
- Customer care training
- Appraisal training
Person Specification
Qualifications
Essential
- NVQ 3 - Business Admin or equivalent level of acquired knowledge/experience.
- RSA11 standard or acquired knowledge in a similar role.
Desirable
- Customer Care Qualification.
Experience
Essential
- Experience in working in a confidential environment
Desirable
- Recruitment & Selection training
- Experience of ESR/HERO
- Customer care training
- Appraisal training
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.
