Job summary
As a key member of the Capital, Estates and Facilities (CEF) Strategy and Governance Department, the post holder will be responsible for providing an efficient and comprehensive administrative service to the Capital, Estates and Facilities Senior Leadership Team (CEF SLT) and supporting wider strategy and governance work.
Main duties of the job
Working to both the Associate Director of CEF and the Head of Strategy and Governance, the post holder will be a key member of CEF SLT meetings and required to complete a range of duties including:
Providing secretarial support and advice to CEF SLT members.
Managing key meetings and groups for the CEF SLT, including providing a Committee Secretary function for CEF SLT
Providing administrative support, including information analysis and review.
Preparing and distributing accurate and professional documentation, including reports, presentations and letters, in line with corporate style and to meet the needs of CEF SLT.
Assisting in the design and implementation of effective document management systems, including information asset administration and the maintenance of the Directorate's NHS Premises Assurance Model (NHS PAM) library.
Procurement of supplies and confirmation of invoices, in line with Standing Financial Instructions, and providing detailed expenditure records as required by SLT budget holders.
Assisting CEF SLT in maintaining an up-to-date Directorate Risk Register on InPhase.
Collating information to support CEF strategy and/or business case development.
Providing coaching and mentorship to the wider CEF Admin Team, located within the Facilities Department.
Completing other specific tasks, as required, to support the effective functioning of the CEF SLT and its members.
About us
Greater Manchester Mental Health (GMMH) Foundation Trust employs over7000members of staff, who deliver services from more than160locations.
We provide inpatient and community-based mental health care for people living in Bolton, the city of Manchester, Salford,Trafford and the borough of Wigan, and a wide range of specialist mental health and substance misuse services across Greater Manchester, the north west of England and beyond.
Greater Manchester is one of the world's most innovative, original and exciting places to live and work. From the beauty of the surrounding countryside to the heart of the vibrant inner city with great shopping, entertainment and dining options.
Wherever you go you will experience a great northern welcome with people famed for their warmth, humour and generosity.
Our people enjoy their work, have opportunities to learn and develop their skills and are encouraged to generate new ideas that improve care for our service users.
Job description
Job responsibilities
Please see attached job description and person specification
Staff benefits
Band
Saturday (midnight to midnight) and any week day after 8pm and before 6am
All time on Sundays and Public Holidays (midnight to midnight)
1
Time plus 47%
Time plus 94%
2
Time plus 41%
Time plus 83%
3
Time plus 35%
Time plus 69%
4 9
Time plus 30%
Time plus 60%
- 27 days annual leave plus bank holidays rising to 29 after 5 years and 33 days after 10 years
- Excellent pension
- Cycle to work scheme
- Salary sacrifice car scheme
- Wellbeing programme
- Blue Light Card Discounts
- fuelGenie Fuel Cards (for applicable roles)
Job description
Job responsibilities
Please see attached job description and person specification
Staff benefits
Band
Saturday (midnight to midnight) and any week day after 8pm and before 6am
All time on Sundays and Public Holidays (midnight to midnight)
1
Time plus 47%
Time plus 94%
2
Time plus 41%
Time plus 83%
3
Time plus 35%
Time plus 69%
4 9
Time plus 30%
Time plus 60%
- 27 days annual leave plus bank holidays rising to 29 after 5 years and 33 days after 10 years
- Excellent pension
- Cycle to work scheme
- Salary sacrifice car scheme
- Wellbeing programme
- Blue Light Card Discounts
- fuelGenie Fuel Cards (for applicable roles)
Person Specification
Personal Spec
Essential
- Educated to degree level in a related discipline or significant relevant and recent experience.
- RSA Level III word processing or equivalent experience.
- Admin secretarial experience, including committee management.
- Knowledge of administration and clerical systems within an NHS mental health hospital setting
- Knowledge of computerised software and policies and procedures relevant to the role
- Experience of working with end users to deliver products and achieve deadlines
- Understanding the importance of data quality, confidentiality, and security
- Experience of effective ways to present information
- Development of processes and procedures
- Experienced in communicating with users to promote services
- Able to communicate, both verbal and written, complex information to all levels of staff including Directors
- Maintains own personal and professional development
- Ability to plan, prioritise, manage workloads for individuals and groups, set appropriate goals, be visible, and make decisions alone if necessary
- Excellent analytical skills
- Excellent numeric skills
- Works logically, with great attention to detail and will be tenacious in resolving problems
- Able to work under pressure and meet deadlines, dealing with changing and sometimes conflicting priorities, adhering to policy.
- Can motivate self and others.
- Works on own initiative and as part of a team in delivering agreed objectives.
- Excellent interpersonal and communication skills
- There is an occasional requirement to travel to attend meetings and events relevant to the role.
Desirable
- ECDL Qualification
- Willingness to attend training sessions and attain further qualifications as necessary e.g. NEBS, LEO.
- A level, English
- Secretarial experience gained within a EFM NHS setting.
- Experience of: oBudgeting oCoaching oRisk & Governance oContracting oCommunications management processes within an NHS setting.
- Coaching/ Training of staff
- Auditing and proof-reading documentation.
- Knowledge of NHS PAM, Estates Return Information Collection (ERIC) and Health Technical Memoranda (HTMs)
- Document management system skills
- SharePoint folder and view configuration and administration
- Knowledge of NHS Governance systems
- A tenacious and problem-solving attitude.
- The ability to work on parallel tasks to a high standard
- Line Management to include the personal development and appraisal process
Experience
Essential
- Admin secretarial experience, including committee management.
Desirable
- Secretarial experience gained within a EFM NHS setting.
Experience
Essential
- Knowledge of administration and clerical systems within an NHS mental health hospital setting
Desirable
- Experience of: oBudgeting oCoaching oRisk & Governance oContracting oCommunications management processes within an NHS setting.
Person Specification
Personal Spec
Essential
- Educated to degree level in a related discipline or significant relevant and recent experience.
- RSA Level III word processing or equivalent experience.
- Admin secretarial experience, including committee management.
- Knowledge of administration and clerical systems within an NHS mental health hospital setting
- Knowledge of computerised software and policies and procedures relevant to the role
- Experience of working with end users to deliver products and achieve deadlines
- Understanding the importance of data quality, confidentiality, and security
- Experience of effective ways to present information
- Development of processes and procedures
- Experienced in communicating with users to promote services
- Able to communicate, both verbal and written, complex information to all levels of staff including Directors
- Maintains own personal and professional development
- Ability to plan, prioritise, manage workloads for individuals and groups, set appropriate goals, be visible, and make decisions alone if necessary
- Excellent analytical skills
- Excellent numeric skills
- Works logically, with great attention to detail and will be tenacious in resolving problems
- Able to work under pressure and meet deadlines, dealing with changing and sometimes conflicting priorities, adhering to policy.
- Can motivate self and others.
- Works on own initiative and as part of a team in delivering agreed objectives.
- Excellent interpersonal and communication skills
- There is an occasional requirement to travel to attend meetings and events relevant to the role.
Desirable
- ECDL Qualification
- Willingness to attend training sessions and attain further qualifications as necessary e.g. NEBS, LEO.
- A level, English
- Secretarial experience gained within a EFM NHS setting.
- Experience of: oBudgeting oCoaching oRisk & Governance oContracting oCommunications management processes within an NHS setting.
- Coaching/ Training of staff
- Auditing and proof-reading documentation.
- Knowledge of NHS PAM, Estates Return Information Collection (ERIC) and Health Technical Memoranda (HTMs)
- Document management system skills
- SharePoint folder and view configuration and administration
- Knowledge of NHS Governance systems
- A tenacious and problem-solving attitude.
- The ability to work on parallel tasks to a high standard
- Line Management to include the personal development and appraisal process
Experience
Essential
- Admin secretarial experience, including committee management.
Desirable
- Secretarial experience gained within a EFM NHS setting.
Experience
Essential
- Knowledge of administration and clerical systems within an NHS mental health hospital setting
Desirable
- Experience of: oBudgeting oCoaching oRisk & Governance oContracting oCommunications management processes within an NHS setting.
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).
