About this role
Job summary
The Estates Department is seeking to appoint an Administration Assistant to provide effective administrative support that enables the service to deliver its business plans and support the wider organisation.
The post holder will be responsible for a range of administrative duties that are essential to the efficient day-to-day operation of the Estates Department. The role will support Estates colleagues to ensure services are delivered effectively, accurately, and in line with agreed timescales.
Adherence to relevant organisational policies, procedures, and operational standards is required at all times.
The post will be primarily based at the Basingstoke site, with ad-hoc cross-site working at Winchester or other sites as required to meet the needs of the service.
Main duties of the job
To work autonomously providing administrative support for the Estates Department under the supervision of EA to the Associate Director of Estates
To produce ad-hoc reports and documentation that may contain information of a sensitive nature.
To liaise with external companies for any emergency call outs, repairs and arrange maintenance visits as requested.
To conduct site inductions for contractors attending site.
Issuing Trust keys and contractors badges and ensuring that the items are signed for if required.
To assist the procurement of goods and services by monitoring the progress of purchase orders.
To arrange meetings and events; this will include diary management and will require liaison with internal staff and external clients to co-ordinate meetings and events.
To take minutes of departmental meetings and transcribe these in a timely manner and ensuring they are circulated as required.
Further details are in the Job Description
About us
Our vision is to provide outstanding care for every patient. Patient care is at the heart of what we do at our three sites: Basingstoke and North Hampshire Hospital, Royal Hampshire County Hospital in Winchester and Andover War Memorial Hospital. Hampshire Hospitals NHS Foundation Trust provides medical and surgical services to a population of approximately 600,000 people across Hampshire and parts of West Berkshire.
Our cultural ambition is to have a culture that places people at the heart of all we do, where we all belong, and where learning, improvement and excellence thrive.
We provide specialist services to people across the UK and internationally. We are one of only two centres in the UK treating pseudomyxoma peritonei (a rare form of abdominal cancer) and we are leaders in the field of tertiary liver cancer and colorectal cancer.
The trust employs more than 9,000 staff and has a turnover of over £500 million a year. As a Foundation Trust, we are directly accountable to our members through the governors. The Council of Governors represent the interests of their constituencies and influence the future plans of the Foundation Trust.
Job description
Job responsibilities
Further information about the Trust and this role can be found on the Job Description and Person Specification document attached.
Person Specification
Training & Qualifications
Essential
- GCSE English and Maths to Level C/Grade 5 or above
Desirable
- ECDL or equivelent
- Other IT applications qualifications
Experience & Knowledge
Essential
- Relevant experience in a similar role
Desirable
- Experience of working in a hospital environment
Skill & Ability
Essential
- Good organisational skills
- Advanced keyboard skills
- Accuracy in data entry and typing
- Minute taking skills
Desirable
- Shorthand
Other Specific Requirements
Essential
- Comprehensive knowledge of computer systems to support a diverse workload
- Experience of continuous use of VDU screen/monitoring call logging systems
- Experience of dealing with frequent interruptions such as telephone calls and contractors requiring 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.
Employer details
Employer name
Hampshire Hospitals NHS Foundation Trust
Address
Basingstoke & North Hampshire Hospital
Aldermaston Road
Basingstoke
RG24 9NA
United Kingdom
Employer's website
https://www.hampshirehospitals.nhs.uk/ (Opens in a new tab)