Job summary
Sheffield Children's NHS Foundation TRust is one of only four dedicated children's hospital trusts in the UK providing integrated, highly specialist healthcare for children and young people in Sheffield, South Yorkshire and beyond.
An opportunity has arisen to appoint to the vacant post of Estates Admin Assistant. For specific scope of this role, please consult the job description and personal specification.
Main duties of the job
The successful candidate will be suitably qualified and or experienced in office administration, and will be expected to provide day to day administerial duties within the established Estates Operational team, as well as undertaking reception duties.
About us
Sheffield Children's is one of three independent, specialist paediatric hospitals in the country, providing dedicated healthcare for children and young people across community, mental health and acute specialist settings.
We have three overarching aims that set the direction for the Trust in our vision "to create a healthier future for children and young people."
- Outstanding patient care
- Brilliant place to work
- Leader in children's health
Our commitment to rewarding colleagues is demonstrated through our brilliant reward and benefits offer including; generous annual leave entitlement and pension scheme and access to salary sacrifice schemes such as cycle to work and lease cars.
We are committed to supporting colleagues from different heritages and lifestyles while at work. This is supported through the offer we have in place for flexible working and the three equality network groups we have in place. Colleagues are encouraged to join these groups and request flexible working.
Job description
Job responsibilities
- To act as the first point of contact for Public / contractors & staff and incoming telephone calls to the Estates department, relaying messages to the relevant Estates team members in an accurate, timely and professional manner.
- General office duties, including scanning, shredding and photocopying as required.
- Accurate data entry on to electronic Estates Systems to ensure information is recorded and up to date.
- To deal with staff queries via telephone and e-mail, escalating as appropriate to other Estates team members.
- To collect and distribute all internal and external post to the Estates department in a timely manner.
- To collate and submit the stationary order for approval and monitor appropriate stock levels.
- To provide routine advice on general Estates queries to a number of individuals including Estates team members, Managers, staff members and applicants, ensuring that Estates policies, procedures and guidelines are promoted and adhered to.
- Exercise judgement and initiative when problems arise by taking appropriate action to resolve the problems or referring to the appropriate person
Inclusive Recruitment & Selection
We are committed to being an inclusive employer and accurate data capture is an important part of that to ensure we are supportive and representative. Our aim is to ensure that all applicants can see themselves in the available categories on our application form, but we recognise that some of our data capture fields are not inclusive. We have flagged this with our system provider to ask for change.
We offer encouragement and active support to applicants with additional needs, including those from ethnic minorities, with disabilities and members of the LGBTQ+ community. If you wish to adjust any aspect of the recruitment process or wish to find out more about our recruitment & selection processes, please get in touch with our Recruitment Manager: Catherine.Gilbert7@nhs.net
We are continually reviewing our recruitment & selection process to support the long-term aim of Sheffield Childrens being a champion of Equality, Diversity, and Inclusion. If you have any ideas for improvement, please get in touch with Catherine Gilbert at Catherine.Gilbert7@nhs.net
Trust Values
The Trust is committed to providing great quality patient care and keep children, young people and families at the heart of what we do by following our CARE values:
- Compassion leading by kindness and showing empathy, understanding and respect
- Accountability striving to do the right thing and owning responsibility
- Respect value differences, tackling inequality and fostering a culture of inclusion
- Excellence delivering a high-quality standard of care
Job description
Job responsibilities
- To act as the first point of contact for Public / contractors & staff and incoming telephone calls to the Estates department, relaying messages to the relevant Estates team members in an accurate, timely and professional manner.
- General office duties, including scanning, shredding and photocopying as required.
- Accurate data entry on to electronic Estates Systems to ensure information is recorded and up to date.
- To deal with staff queries via telephone and e-mail, escalating as appropriate to other Estates team members.
- To collect and distribute all internal and external post to the Estates department in a timely manner.
- To collate and submit the stationary order for approval and monitor appropriate stock levels.
- To provide routine advice on general Estates queries to a number of individuals including Estates team members, Managers, staff members and applicants, ensuring that Estates policies, procedures and guidelines are promoted and adhered to.
- Exercise judgement and initiative when problems arise by taking appropriate action to resolve the problems or referring to the appropriate person
Inclusive Recruitment & Selection
We are committed to being an inclusive employer and accurate data capture is an important part of that to ensure we are supportive and representative. Our aim is to ensure that all applicants can see themselves in the available categories on our application form, but we recognise that some of our data capture fields are not inclusive. We have flagged this with our system provider to ask for change.
We offer encouragement and active support to applicants with additional needs, including those from ethnic minorities, with disabilities and members of the LGBTQ+ community. If you wish to adjust any aspect of the recruitment process or wish to find out more about our recruitment & selection processes, please get in touch with our Recruitment Manager: Catherine.Gilbert7@nhs.net
We are continually reviewing our recruitment & selection process to support the long-term aim of Sheffield Childrens being a champion of Equality, Diversity, and Inclusion. If you have any ideas for improvement, please get in touch with Catherine Gilbert at Catherine.Gilbert7@nhs.net
Trust Values
The Trust is committed to providing great quality patient care and keep children, young people and families at the heart of what we do by following our CARE values:
- Compassion leading by kindness and showing empathy, understanding and respect
- Accountability striving to do the right thing and owning responsibility
- Respect value differences, tackling inequality and fostering a culture of inclusion
- Excellence delivering a high-quality standard of care
Person Specification
Qualifications and Training
Essential
- 5 GCSE's A-C (9-4) including Maths and English or Functional Skills Level 2
- NVQ2 in Business administration or equivalent
Experience
Essential
- Experience of working in a customer-focused environment
- Experience of working with different computer software e.g., email, internet etc
Desirable
- Experience with NHS software systems
- Previous medical secretarial experience
- Experience of working with confidential material
Knowledge and Skills
Essential
- Word-processing & audio-typing skills
- Able to work as a part of a team and under own initiative
- Good verbal and written communication skills with team / clients/ relatives using tact when required
- Good time management skills with the ability to prioritise work according to deadlines.
- Ability to establish and maintain effective working relationships
- Ability to deal with conflict
Desirable
- Knowledge of medical terminology
Personal Attributes
Essential
- Adaptable to change
- Attention to detail and accuracy
Person Specification
Qualifications and Training
Essential
- 5 GCSE's A-C (9-4) including Maths and English or Functional Skills Level 2
- NVQ2 in Business administration or equivalent
Experience
Essential
- Experience of working in a customer-focused environment
- Experience of working with different computer software e.g., email, internet etc
Desirable
- Experience with NHS software systems
- Previous medical secretarial experience
- Experience of working with confidential material
Knowledge and Skills
Essential
- Word-processing & audio-typing skills
- Able to work as a part of a team and under own initiative
- Good verbal and written communication skills with team / clients/ relatives using tact when required
- Good time management skills with the ability to prioritise work according to deadlines.
- Ability to establish and maintain effective working relationships
- Ability to deal with conflict
Desirable
- Knowledge of medical terminology
Personal Attributes
Essential
- Adaptable to change
- Attention to detail and accuracy
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).
