Job summary
Torbay's Estates & Facilities Team are recruiting a Band 3 Administrator to join our friendly and welcoming team to help maintain and provide a professional, accurate and high quality secretarial and administrative support service to the Cleaning and Catering Operations Team.
You will provide an administrative role to the Deputy Cleaning and Catering Operations Managers, which includes diary allocation, typing and document management and administrative support.
Liaising between various departments on a daily basis working 5 days a week with the potential to work weekends.
Main duties of the job
- Knowledge of secretarial or administrative procedures and systems, some of which are non - routine and non-routine activities such as answering queries, progress chasing, task - related problem solving, acquiring through experience and training to Vocational Level 3 or equivalent
- Receive telephone calls on a daily basis for the Cleaning and Catering Operations team - prioritise and deal with appropriately.
- Provide a prompt, accurate and well-presented typing service involving letters, agendas, minutes of meetings, reports etc. using the Trust IT systems.
- Prepares, edits and distributes correspondence, reports, forms and documents for the Cleaning and Catering Operations team
- Management of electronic diaries, arrange appointments and prepare files, documents and paperwork for meetings as required.
- Co-ordinate and distribute information to necessary staff within the Cleaning and Catering Operations Department
- To support the Cleaning and Catering Operations team with, Health Roster, Rota, Training and Datix administration
- Create databases/spreadsheets on a regular basis and update as and when required for the Cleaning and Catering operations department.
- Help the Cleaning And Catering Operations Management teams to maintain, produce and update staff sickness absence records for Cleaning and Catering Operations Department
About us
As an integrated care organisation, the Trusts' purpose is to provide safe, high quality health and social care at the right time, in the right place to support the people of Torbay and South Devon to live their lives to the full.
Job description
Job responsibilities
- Organise attendance meetings in line with the Attendance Policy H33, liaise with HR and the Deputy Operations managers for their diarys and administer the correspondence for attendance meetings, to include, invite letters and outcome letters in line with the Attendance Policy H33
- Observing Health and Safety Regulations, Policies and Procedures etc. of Torbay and South Devon NHS Foundation Trust.
- Maintain stationery stocks etc. for the various departments within the Cleaning and Catering Operations Department
- Respond to faults reported and liaise with the appropriate internal/external help desk and maintain records
- Responsible on a daily basis to order/receipt on the Trusts ordering system system for the Cleaning and Catering Operations Department, Unit 4.
- Maintain a comprehensive filing system.
- Acting as a liaison person between various departments, including taking accurate messages and relaying them to the correct persons for actioning.
- Take responsibility for departments photocopying facilities/IT equipment and appropriate care of this equipment.
- To be able to work with constant interruptions from colleagues and other professionals.
- Responsible for management and organisation of own workload.
- Observing Health and Safety Regulations, Policies and Procedures etc. of Torbay and South Devon NHS Foundation Trust
Job description
Job responsibilities
- Organise attendance meetings in line with the Attendance Policy H33, liaise with HR and the Deputy Operations managers for their diarys and administer the correspondence for attendance meetings, to include, invite letters and outcome letters in line with the Attendance Policy H33
- Observing Health and Safety Regulations, Policies and Procedures etc. of Torbay and South Devon NHS Foundation Trust.
- Maintain stationery stocks etc. for the various departments within the Cleaning and Catering Operations Department
- Respond to faults reported and liaise with the appropriate internal/external help desk and maintain records
- Responsible on a daily basis to order/receipt on the Trusts ordering system system for the Cleaning and Catering Operations Department, Unit 4.
- Maintain a comprehensive filing system.
- Acting as a liaison person between various departments, including taking accurate messages and relaying them to the correct persons for actioning.
- Take responsibility for departments photocopying facilities/IT equipment and appropriate care of this equipment.
- To be able to work with constant interruptions from colleagues and other professionals.
- Responsible for management and organisation of own workload.
- Observing Health and Safety Regulations, Policies and Procedures etc. of Torbay and South Devon NHS Foundation Trust
Person Specification
Qualifications
Essential
- Good Standard of education to GCSE level Grade C and above or functional skills, including English Language and Mathematics
- Business Administration Level 2 or equivalent
Desirable
- RSA II Word Processing or equivalent
- Audio Transcription to RSA II, ECDL or working towards this
- Planning and organisation, knowledge of secretarial or administrative procedures and systems, some of which are non - routine and non-routine activities such as answering queries, progress chasing, task-related problem solving, acquired through experience and training to Vocational Level 3 or equivalent
Person Specification
Qualifications
Essential
- Good Standard of education to GCSE level Grade C and above or functional skills, including English Language and Mathematics
- Business Administration Level 2 or equivalent
Desirable
- RSA II Word Processing or equivalent
- Audio Transcription to RSA II, ECDL or working towards this
- Planning and organisation, knowledge of secretarial or administrative procedures and systems, some of which are non - routine and non-routine activities such as answering queries, progress chasing, task-related problem solving, acquired through experience and training to Vocational Level 3 or equivalent
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.
