Job summary
We are looking for an administration assistant to provide administrative and secretarial support for the Estates & Facilities Division The succesful person will providing general administrative assistance as required by the Estates & Facilities Management team.
Main duties of the job
To carry out all admin & secretarial duties required by the Division, including typing, dictation, filing, making appointments, photocopying, laminating, binding, issuing and recording of keys, & any other duties as appropriate.
Minute meetings & transcribe in a timely manner.
Answering of incoming calls both internal & external in accordance with Trust quality standards. Dealing with queries & enquiries.
Using Divisional IT systems, inputting and reviewing data in line with Trust Policies and Procedures and IT Policy.
To receive : contractors, public and staff, issuing ID cards through the electronic visitor system in accordance with Trust quality standards.
Preparation of all documentation & literature appertaining to Tenders & Quotes, as defined in the Estates & Facilities Division's procedures including all relevant correspondence.
Assist with the preparation & production of documentation associated with any Maintenance Contracts/Agreements undertaken by the Division.
Maintaining satisfactory stock levels of Divisional stationery, monitoring & reviewing usage, ordering, receiving, sorting, & arranging distribution on arrival, raising queries.
The post-holder will also be required at certain times to undertake duties normally undertaken by the other administrative staff within the Division, to provide cover for periods of Sickness and Annual Leave.
About us
Mid Cheshire Hospitals NHS Foundation Trust provides a full range of hospital and community services for people across East Cheshire (population 399K) and West Cheshire and Chester (population 357K). The Trust provides high quality planned and emergency care, cardiac, critical care,child health,maternity services and intermediate care at Leighton Hospital in Crewe, Victoria Infirmary in Northwich, and Elmhurst Intermediate Care Centre in Winsford.
The Trust provides over 500 beds and employs over 5,100 members of staff. A comprehensive range of community services is provided across 26 medical centres and schools through ourCentral Cheshire Integrated Care Partnership.
We have played, and continue to play, a proactive role in the development of Integrated Care plans across Cheshire & Merseyside and our local Cheshire East and Cheshire West Place-based systems. We believe, and it is the cornerstone of our five-year Trust Strategy, there is the opportunity to progress innovative, responsive and effective care in the best setting for the patient, be it in the hospital or out in the community.
At Mid Cheshire, our mission is to inspire hope and provide unparalleled care for the people and communities of Cheshire, helping them to enjoy life to the fullest.
Job description
Job responsibilities
GOVERNANCE
Ensure compliance with Trust policies, procedures and guidelines for self and others, by taking action/alerting senior management team if practice appears to contravene policy, or if concerned about any aspect of patient care.
MANAGERIAL/LEADERSHIP
Ensure a healthy, safe and secure working environment, ensuring compliance with legal and regulatory requirements, maintaining accurate documentation and reporting any concerns.
Promptly report and investigate all incidents and accidents.
Report any deficiency in Health & Safety systems or documentation to Line Manager.
Attend Occupational Health for health surveillance/vaccination following accidents and for monitoring as laid down by Trust policy.
EDUCATION/LEARNING
Co-operate with and attend Mandatory Training provided for Health & Safety purposes.
Take responsibility for own learning and development by recognising and taking advantage of all opportunities to learn.
Job description
Job responsibilities
GOVERNANCE
Ensure compliance with Trust policies, procedures and guidelines for self and others, by taking action/alerting senior management team if practice appears to contravene policy, or if concerned about any aspect of patient care.
MANAGERIAL/LEADERSHIP
Ensure a healthy, safe and secure working environment, ensuring compliance with legal and regulatory requirements, maintaining accurate documentation and reporting any concerns.
Promptly report and investigate all incidents and accidents.
Report any deficiency in Health & Safety systems or documentation to Line Manager.
Attend Occupational Health for health surveillance/vaccination following accidents and for monitoring as laid down by Trust policy.
EDUCATION/LEARNING
Co-operate with and attend Mandatory Training provided for Health & Safety purposes.
Take responsibility for own learning and development by recognising and taking advantage of all opportunities to learn.
Person Specification
Essential
Essential
- Maths and English Language Grade A - C
- Level 2 Diploma in Business and Administration or equivalent
- Good working knowledge of Microsoft Office Applications
Desirable
- Customer Service qualification
Skills
Essential
- Able to meet tight deadlines
- Able to work under own initiative.
Desirable
Values
Essential
- Recognition of the importance of showing respect, dignity and compassion to patients and colleagues.
- A listening, learning and leading approach.
- A commitment to work together to create the best outcomes.
- Must demonstrate the Trust's values around both raising concerns at work, and how to treat others who raise concerns.
- A commitment to quality and safety.
Behaviours
Essential
- Must be willing to act as a role model.
- Must be willing to take personal responsibility.
- Must have the courage to speak up.
- Must value and appreciate the worth of others.
Person Specification
Essential
Essential
- Maths and English Language Grade A - C
- Level 2 Diploma in Business and Administration or equivalent
- Good working knowledge of Microsoft Office Applications
Desirable
- Customer Service qualification
Skills
Essential
- Able to meet tight deadlines
- Able to work under own initiative.
Desirable
Values
Essential
- Recognition of the importance of showing respect, dignity and compassion to patients and colleagues.
- A listening, learning and leading approach.
- A commitment to work together to create the best outcomes.
- Must demonstrate the Trust's values around both raising concerns at work, and how to treat others who raise concerns.
- A commitment to quality and safety.
Behaviours
Essential
- Must be willing to act as a role model.
- Must be willing to take personal responsibility.
- Must have the courage to speak up.
- Must value and appreciate the worth of others.
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).
