Job summary
The role will require you to maintain and provide a professional, comprehensive, accurate, high quality secretarial and administrative support service to the Cleaning and Catering Operations Team.
Provide an administrative role to the Deputy Cleaning and Catering Operations Managers, which includes diary allocation, typing and document management and administrative support. Liaise between various departments on a daily basis.
Monday to Friday with core business hours of 0800-1600
Main duties of the job
Main duties of the job
- Knowledge administrative procedures and systems, some of which are routine and non-routine activities such as answering queries, progress chasing, task - related problem solving, acquiring through experience
- 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
- 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
- Organise attendance meetings in line with the Attendance Policy H33, liaise with HR and the Deputy Operations managers for their diary's and administer the correspondence for attendance meetings, to include, invite letters and outcome letters in line with the Attendance Policy H33
- Responsible on a daily basis to order/receipt on the Trust's ordering system for the Cleaning and Catering Operations Department, Unit 4
About us
Why Work With Us
Our people are caring, committed, inclusive and focussed on quality. We focus on solutions and people's strengths. We encourage outside the box thinking and embrace innovation and change wherever it can drive improvement.
If you share our values and vision and are passionate about working with people on what matters to them, you could be a real asset to Team Torbay and South Devon.
And if you do join us, you'll be working in one of the most beautiful parts of the UK, with a fantastic quality of life.
We actively encourage our people to enjoy a good work/life balance and Devon offers everything from city living to a host of outdoor activities.
Whether it's the coast that floats your boat, the adrenaline of white-water rafting, trekking across the moors or being mindful in nature, you'll find it all right on your doorstep.
Job description
Job responsibilities
- Knowledge of secretarial or administrative procedures and systems, some of which are 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
- 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
- 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 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
- Knowledge of secretarial or administrative procedures and systems, some of which are 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
- 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
- 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 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
Knowledge
Essential
- 2 years previous experience in an Administration role
- Good Standard of GCSE level at grade C including maths and english
- Good Written and verbal communication
- Experience of dealing with queries face to face and telephone
Desirable
- Confident using Microsoft office suite including Excel and Word
Person Specification
Knowledge
Essential
- 2 years previous experience in an Administration role
- Good Standard of GCSE level at grade C including maths and english
- Good Written and verbal communication
- Experience of dealing with queries face to face and telephone
Desirable
- Confident using Microsoft office suite including Excel and Word
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.
