Job summary
Central London Community Healthcare NHS Trust (CLCH) providescommunity health services to more than two million people across eleven London boroughs and Hertfordshire. We take our environmental responsibilities very seriously. The Trust has a Green Plan in support of the national environmental sustainability agenda and the Greener NHS programme. Our Green Plan details a wide range of projects to minimise the Trust's environmental impact and reduce carbon emissions. These cover areas like estates and energy use, waste and recycling, remote working and travel.
The purpose of the role is to provide administrative and secretarial support to the Director of Sustainability and the Green Plan Team and project administration for the Green Plan programme.
CLCH and West London NHS Trust have formed a strategic partnership for sustainability. Whilst employed by CLCH the work of this role will be split 50:50 across the two Trusts.
West London NHS Trust (WLNT) is one of the most diverse provider of mental health, community and social care in the UK. The Trust has around 4,000 staff caring for people in hospital and in the community, helping them recover and go on to lead productive lives. It has a strong commitment to the NHS net zero plan.
The ability to travel between sites by public transport, active travel (cycle) or car will be necessary.
Main duties of the job
Key Working Relationships
The Green Plan Programme Administrator will report to the Director of Sustainability but will provide administrative and project support to the whole green team.
Internal (CLCH and West London)
- CLCH and West London staff at all levels
- Communications officers
- Clinical service management teams
- Corporate function leads, especially Estates, Procurement and Anchor Institution leads, Transport
- Volunteers
External
- Engagement officers from other NHS Trusts and Local authorities
- NHS provider sustainability leads, in particular the NW London Community Health Provider Network
- NWL Procurement team
- Regional and national Greener NHS leads
- Environmental consultancies, suppliers and experts
- Other organisations relevant to green sustainability eg TFL, Sustrans
- Patients' representatives
Main Duties and Responsibilities
Provide skilled secretarial/administration support to the Joint CLCH and WLNT Green team. Note, this will require using the IT and administrative systems of two different organisations:
About us
Just as we care about our patients' wellbeing, we care about yours!
We can offer you:
- A comprehensive induction into the community service followed by a local induction to introduce you to the role
- Car lease scheme *T&C's apply
- Flexible working options
- Annual travel card loan
- Training, support and development in your career
To have a full look at our benefits and what it's like working for us please go here: https://www.clch.nhs.uk/job/pay-and-benefits
Job description
Job responsibilities
Project Support
- Preparing agendas, taking minutes and distributing notes of meetings including typing of group discussions and interviews as necessary. This is for a range of meetings from more formal meetings including the monthly sustainability committee meetings and regional ICS workstream meetings, to less formal team meetings.
- Managing the team electronic diaries, including arranging and changing appointments, prioritising these as appropriate, ensuring travel time is allocated, parking arrangements determined, maps provided and travel arrangements agreed;
- Developing, maintaining and updating project trackers, and circulating trackers following meetings to prompt action, reviewing and updating the tracker with the relevant lead before meetings;
- Requesting update reports from workstream/project leads ahead of meetings or to include in reports and other relevant documents;
- Carrying out surveys relating to the project;
- Providing elements of training to other staff on administrative processes and Green Plan programme documentation.
- Handling a range of non-routine project related tasks including the preparation of PowerPoint slides;
- Monitoring and updating the Datix risk register information system.
Communications
- Processing information relating to the green plan programme and communicating appropriately to different audiences.
- Dealing with queries from both NHS and partner organisations in a professional and sensitive manner, ensuring confidentiality at all times.
- Planning and ensuring arrangements are made for meetings / away days / workshops of varying sizes and determine how these functions are to be organised. This includes booking appropriate venues, equipment, refreshments if required along with items specific for the requirements of that meeting.
- Developing and maintaining close collaboration and co-operation with PAs/Admin teams within our partner organisations.
- Monitoring the sustainability email inbox and processing queries using judgement as to the appropriate response; either forwarding to the appropriate person or preparing a full response to the query using knowledge of the green plan programme
Finance and Budgets
- Raising of purchase orders for the team on the e-finance system;
- Maintaining budget and expenditure records;
- Ordering supplies and services in line with policy on behalf of the Director of Sustainability and the wider Green team, within agreed budget;
- Day to day budget management duties.
Hr Administration
- Maintaining team records for holidays and sickness completing shift rotas on the Allocate HR system;
- Researching appropriate training courses for team members and booking training sessions;
- Preparing recruitment and interview day arrangements and interview documentation.
Project Documentation
- Developing and maintaining effective electronic and paper filing systems, to ensure that information is kept securely;
- Taking responsibility for the shared drive ensuring that the team is able to access information as required using a robust, structured approach and maintaining document naming protocol as advised by the Director;
- Managing shared work space ensuring that levels of access are managed for users, uploading key documents as advised by team members;
- Monitoring the intranet pages to check for necessary updates.
Other
- Planning and organisation of own time, making decisions on prioritisation of workload;
- Providing guidance and advice on relevant policies and procedures;
- Carrying out other appropriate delegated duties as required
- Maintaining confidentiality at all times.
The above indicates the main duties of the post which may be reviewed in the light of experience and development within the service. Any review will be undertaken in conjunction with the post holder.
Job description
Job responsibilities
Project Support
- Preparing agendas, taking minutes and distributing notes of meetings including typing of group discussions and interviews as necessary. This is for a range of meetings from more formal meetings including the monthly sustainability committee meetings and regional ICS workstream meetings, to less formal team meetings.
- Managing the team electronic diaries, including arranging and changing appointments, prioritising these as appropriate, ensuring travel time is allocated, parking arrangements determined, maps provided and travel arrangements agreed;
- Developing, maintaining and updating project trackers, and circulating trackers following meetings to prompt action, reviewing and updating the tracker with the relevant lead before meetings;
- Requesting update reports from workstream/project leads ahead of meetings or to include in reports and other relevant documents;
- Carrying out surveys relating to the project;
- Providing elements of training to other staff on administrative processes and Green Plan programme documentation.
- Handling a range of non-routine project related tasks including the preparation of PowerPoint slides;
- Monitoring and updating the Datix risk register information system.
Communications
- Processing information relating to the green plan programme and communicating appropriately to different audiences.
- Dealing with queries from both NHS and partner organisations in a professional and sensitive manner, ensuring confidentiality at all times.
- Planning and ensuring arrangements are made for meetings / away days / workshops of varying sizes and determine how these functions are to be organised. This includes booking appropriate venues, equipment, refreshments if required along with items specific for the requirements of that meeting.
- Developing and maintaining close collaboration and co-operation with PAs/Admin teams within our partner organisations.
- Monitoring the sustainability email inbox and processing queries using judgement as to the appropriate response; either forwarding to the appropriate person or preparing a full response to the query using knowledge of the green plan programme
Finance and Budgets
- Raising of purchase orders for the team on the e-finance system;
- Maintaining budget and expenditure records;
- Ordering supplies and services in line with policy on behalf of the Director of Sustainability and the wider Green team, within agreed budget;
- Day to day budget management duties.
Hr Administration
- Maintaining team records for holidays and sickness completing shift rotas on the Allocate HR system;
- Researching appropriate training courses for team members and booking training sessions;
- Preparing recruitment and interview day arrangements and interview documentation.
Project Documentation
- Developing and maintaining effective electronic and paper filing systems, to ensure that information is kept securely;
- Taking responsibility for the shared drive ensuring that the team is able to access information as required using a robust, structured approach and maintaining document naming protocol as advised by the Director;
- Managing shared work space ensuring that levels of access are managed for users, uploading key documents as advised by team members;
- Monitoring the intranet pages to check for necessary updates.
Other
- Planning and organisation of own time, making decisions on prioritisation of workload;
- Providing guidance and advice on relevant policies and procedures;
- Carrying out other appropriate delegated duties as required
- Maintaining confidentiality at all times.
The above indicates the main duties of the post which may be reviewed in the light of experience and development within the service. Any review will be undertaken in conjunction with the post holder.
Person Specification
Education/Qualification
Essential
- Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
Desirable
Experience
Essential
- Significant administrative/ secretarial experience including initiating and maintaining office systems.
- Project administration experience
Desirable
- Experience working in the NHS/healthcare
- Experience working in a large organisation and across multiple organisations
- Experience working in an organisation or team focused on environmental sustainability
Skills & Knowledge
Essential
- Minute taking
- Intermediate/Advanced IT skills including Excel, Word, Powerpoint
- Excellent verbal and written communications skills
- Excellent attention to detail, accuracy and consistency
- Strong interpersonal and relationship building skills with a team working attitude
- Excellent planning and organisation skills with the ability to prioritise and schedule workloads
- Ability to listen to and interpret instructions
- Ability to work under pressure and prioritise accordingly
- Ability to work without supervision using analytical skills to make appropriate judgements on actions and prioritise work tasks
- Maintaining professionalism and integrity with an understanding of how to manage confidential information.
Key Attributes
Essential
- Happy to work across two organisations
- Enthusiasm and interest in the Green/Sustainability agenda
- Ability to work on own initiative
- Good team player
- Tenacious approach to completing work on time and to a high standard
- Able to travel around sites on public transport, cycle or by car
Person Specification
Education/Qualification
Essential
- Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
Desirable
Experience
Essential
- Significant administrative/ secretarial experience including initiating and maintaining office systems.
- Project administration experience
Desirable
- Experience working in the NHS/healthcare
- Experience working in a large organisation and across multiple organisations
- Experience working in an organisation or team focused on environmental sustainability
Skills & Knowledge
Essential
- Minute taking
- Intermediate/Advanced IT skills including Excel, Word, Powerpoint
- Excellent verbal and written communications skills
- Excellent attention to detail, accuracy and consistency
- Strong interpersonal and relationship building skills with a team working attitude
- Excellent planning and organisation skills with the ability to prioritise and schedule workloads
- Ability to listen to and interpret instructions
- Ability to work under pressure and prioritise accordingly
- Ability to work without supervision using analytical skills to make appropriate judgements on actions and prioritise work tasks
- Maintaining professionalism and integrity with an understanding of how to manage confidential information.
Key Attributes
Essential
- Happy to work across two organisations
- Enthusiasm and interest in the Green/Sustainability agenda
- Ability to work on own initiative
- Good team player
- Tenacious approach to completing work on time and to a high standard
- Able to travel around sites on public transport, cycle or by car
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).
