Job summary
An exciting opportunity has arisen for a highly efficient, experienced Administrator to provide support across all the teams within the Risk and Compliance Directorate across the varying Directorate teams; Compliance, EPRR, VAPR, Health and Safety, Datix and Legal, Assurance, and Business Support services as well as supporting specific projects/tasks as required.
This is a busy role with a need to regularly re-prioritise your workload and often requiring your urgent response and/or action.
This role provides high-level administrative and coordination support to the Director and Associate Director, ensuring all meeting documentation is prepared, correspondence drafted, and HealthRoster, expenses and departmental systems are accurately maintained. The post-holder will organise and minute meetings, train staff in Trust-standard minute taking, support directorate teams with information collation, compliance tasks, Datix reporting and EPRR functions, including mailbox monitoring and loggist duties. Working across the Risk and Compliance teams, they will offer guidance to junior administrative staff, assist with recruitment processes, contribute to disciplinary and grievance procedures, and help implement departmental plans and policies. The role requires managing a varied workload, providing cover during staff absence, and maintaining effective working relationships to ensure smooth, efficient departmental operations.
Main duties of the job
The post-holder will provide comprehensive administrative support to the Director and Associate Director, coordinating meeting preparation, documentation, correspondence and HealthRoster/expense administration. They will organise meetings, produce agendas and minutes, train staff in Trust-standard minute taking, and ensure accurate information is maintained across Trust systems, including Datix. The role involves collecting and collating information for compliance and reporting, supporting EPRR functions, supporting the Legal teams with Inquest/FOI/SAR tasks, monitoring shared mailboxes, and maintaining good working relationships while providing cover across the Risk and Compliance teams. They will contribute to departmental planning, support and guide junior administrative staff, assist with recruitment processes and HR procedures, and help monitor adherence to directorate policies. Additional responsibilities include processing orders and invoices in line with Trust financial procedures, maintaining electronic filing systems, supporting governance and risk management activities, and using strong analytical skills to interpret information, identify trends and support decision-making.
About us
Valuing you. Recognising your dedication. At EPUT, we look after you.
- Receive supervision and support to help you fulfil your potential.
- Join an inclusive EPUT community and connect with others through engagement events and equality or champion networks.
- If you need help, we provide mental health and wellbeing services, occupational health advice and counselling.
- We run recognition awards to recognise staff's hard work and dedication.
Benefits
- 27 days holiday, plus bank holidays, rising to 33 days after 10 years' service.
- Excellent pension of up to14.5% of your pensionable pay.
- Staff discounts include Blue Light Card, NHS discount offers, and staff benefits.
- £8K relocation package if you move to Essex to join us
- Season ticket loans are interest-free to cover the cost of travelling to and from work via tram, rail, or bus.
Work that wraps around your needs
- Flexible working: available from day one for most roles.
- Job share: Applications for job shares are welcomed.
Job description
Job responsibilities
Amongst a range of support function across the Directorate services this will include:
- Coordinate and prepare documentation, papers and information for the Director/Associate Director ahead of meetings.
- Administer HealthRoster, expenses and routine correspondence on behalf of senior leaders.Provide cover and continuity for the PA and wider administration team during absence.
- Organise meetings, produce agendas, circulate papers and provide highquality minute taking.
- Train directorate staff in minute taking and meeting administration to Trust standards.
- Maintain accurate records across Trust systems, ensuring information is updated promptly.
- Collate information for compliance, queries and reporting, highlighting delays to managers.
- Support EPRR functions including logging meetings, maintaining action logs and acting as loggist when required; monitor EPRR/Compliance mailboxes on a rota.Help implement departmental strategic plans and support administration staff in lowerband roles.
- Assist with recruitment processes and participate in disciplinary/grievance procedures as required.Monitor implementation of directorate policies, producing reports and recommendations.
- Support management of the Datix incident reporting system, producing reports as needed.
- Support all legal functions across a range of reporting and tasks relating to Inquests, FOI and SAR.
Job description
Job responsibilities
Amongst a range of support function across the Directorate services this will include:
- Coordinate and prepare documentation, papers and information for the Director/Associate Director ahead of meetings.
- Administer HealthRoster, expenses and routine correspondence on behalf of senior leaders.Provide cover and continuity for the PA and wider administration team during absence.
- Organise meetings, produce agendas, circulate papers and provide highquality minute taking.
- Train directorate staff in minute taking and meeting administration to Trust standards.
- Maintain accurate records across Trust systems, ensuring information is updated promptly.
- Collate information for compliance, queries and reporting, highlighting delays to managers.
- Support EPRR functions including logging meetings, maintaining action logs and acting as loggist when required; monitor EPRR/Compliance mailboxes on a rota.Help implement departmental strategic plans and support administration staff in lowerband roles.
- Assist with recruitment processes and participate in disciplinary/grievance procedures as required.Monitor implementation of directorate policies, producing reports and recommendations.
- Support management of the Datix incident reporting system, producing reports as needed.
- Support all legal functions across a range of reporting and tasks relating to Inquests, FOI and SAR.
Person Specification
Knowledge
Essential
- Knowledge of a full range of administration procedures this includes work allocation, problem solving for a team or area of work, as well as answering queries and progress chasing, plus developing alternative or additional procedures.
- Advanced IT knowledge i.e. Word / Excel, PowerPoint and Outlook
- NHS experience
Desirable
- Working knowledge of Trust Information systems.
- Knowledge of CQC requirements
- Knowledge of Risk Management requirements
Education/Qualifications
Essential
- Knowledge of the full range of admin and organisational policies and procedures acquired through training and relevant experience to degree level or equivalent.
- Good standard of general education.
- IT skills equivalent to RSA2, NVQ2 or relevant experience of Microsoft Work Packages.
Desirable
- Business Management Qualification
Skills/experience
Essential
- Advanced Microsoft Office Skills including Work, Excel and PowerPoint.
- Proven ability in minute taking.
- Methodical, organized approach to work with good attention to detail.
- Ability to work within strict timescales.
- Experience of dealing with confidential/ sensitive information.
- Previous experience of working in an administrative environment
- Good oral communication skills based on fluency on the English language
Desirable
- Experience of working in the Mental Health environment
- Experience in future planning of team environment / workload.
- Previous experience of working in the NHS.
- Experience of direct line management of staff including the allocation of work and having the ability to identify areas where additional support may be required and acting upon this.
Personal Qualities
Essential
- Shares the Trust's Beliefs and models this in their attitude and behaviour
- Ensures that the organisational values of open, compassionate and empowering are demonstrated by self and others every day and that any matters of concern are addressed in a timely way, either directly; or raised with the relevant Line Manager; or through the relevant processes within the Trust as appropriate.
- Customer focused with a calm and empathetic persona, good listener, patient and diplomatic.
- Ability to engage with people at all levels (i.e. patients, clinicians, senior management and the wider general public).
- Smart appearance, articulate with pleasant manner and confident and calm under pressure.
- Flexible approach to working.
Additional Requirements
Essential
- Current driving licence
- Ability to travel across sites and across Trust boundaries to attend meetings, etc.
Person Specification
Knowledge
Essential
- Knowledge of a full range of administration procedures this includes work allocation, problem solving for a team or area of work, as well as answering queries and progress chasing, plus developing alternative or additional procedures.
- Advanced IT knowledge i.e. Word / Excel, PowerPoint and Outlook
- NHS experience
Desirable
- Working knowledge of Trust Information systems.
- Knowledge of CQC requirements
- Knowledge of Risk Management requirements
Education/Qualifications
Essential
- Knowledge of the full range of admin and organisational policies and procedures acquired through training and relevant experience to degree level or equivalent.
- Good standard of general education.
- IT skills equivalent to RSA2, NVQ2 or relevant experience of Microsoft Work Packages.
Desirable
- Business Management Qualification
Skills/experience
Essential
- Advanced Microsoft Office Skills including Work, Excel and PowerPoint.
- Proven ability in minute taking.
- Methodical, organized approach to work with good attention to detail.
- Ability to work within strict timescales.
- Experience of dealing with confidential/ sensitive information.
- Previous experience of working in an administrative environment
- Good oral communication skills based on fluency on the English language
Desirable
- Experience of working in the Mental Health environment
- Experience in future planning of team environment / workload.
- Previous experience of working in the NHS.
- Experience of direct line management of staff including the allocation of work and having the ability to identify areas where additional support may be required and acting upon this.
Personal Qualities
Essential
- Shares the Trust's Beliefs and models this in their attitude and behaviour
- Ensures that the organisational values of open, compassionate and empowering are demonstrated by self and others every day and that any matters of concern are addressed in a timely way, either directly; or raised with the relevant Line Manager; or through the relevant processes within the Trust as appropriate.
- Customer focused with a calm and empathetic persona, good listener, patient and diplomatic.
- Ability to engage with people at all levels (i.e. patients, clinicians, senior management and the wider general public).
- Smart appearance, articulate with pleasant manner and confident and calm under pressure.
- Flexible approach to working.
Additional Requirements
Essential
- Current driving licence
- Ability to travel across sites and across Trust boundaries to attend meetings, etc.
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).
