JOB DETAIL

To provide a high quality administration service to the Estates and Facilities department

To deliver an effective and competent level of administration support and consistently deliver a ‘patient-focused’ service which promotes good customer service and effective working relationships.

To organise own workload and co-ordinate activities to ensure that an efficient service is provided.

To form professional and effective relationships with colleagues in the Estates and Facilities Department, staff of all levels throughout the Trust and PFI partners.

Interview date to be confirmed

To coordinate facilities for staff on a day to day basis, including: maintaining supplies of office stationery; ensuring all office equipment is fully functioning, that faults are reported promptly and that adequate consumable supplies are available to ensure continuity of service.

To manage departmental systems, accurately creating and collating additional works requests, small works requests, variation orders and capital bids for approval by the management team.

To use the Trusts Oracle system to raise purchase orders, to receipt invoices for payment and act as a point of contact for suppliers as necessary. To maintain a record of goods and services ordered and received.

Provide administrative support and develop documents e.g. letters and spreadsheets, slides, reports when required

Participate in scheduled and adhoc patient environment audits at ward level on a regular basis, following the guidance in National Standards of Cleanliness 2021 / PLACE

St Helens and Knowsley Teaching Hospitals NHS Trust is the only acute Trust in Cheshire and Merseyside, and one of the few in the entire country, to achieve the title of OUTSTANDING, rated by the Care Quality Commission.

We provide a full range of acute adult services to our local population of circa 360,000 and provide tertiary services across a much wider area in the North West, North Wales and Isle of Man. We are a Major Trauma Unit and the Mersey Regional Burns Unit.

Our '5 Star Patient Care' strategy is at the heart of all that we do; supporting our vision to provide world class services for all our patients by getting it right for every patient, every time.

Our latest achievements include:

  • Acute Trust of the Year – HSJ Awards November 2019
  • Trust rates Outstanding by the CQC – Inspection August 2018
  • Top 100 places to work in the NHS (NHS Employers and Health Service Journal)
  • Best acute Trust in England for quality of care for the 3rd year running (NHS Staff Survey)
In the NHS Staff Survey 2020 the Trust scored the highest marks in the following areas;
  • Quality of care
  • Staff engagement
  • Support from managers
The Procurement Department is a high performing department within a high performing Trust. We were proud to win the Trust award for Excellence in Support Services at 2022 Trust Awards and seek continuous improvement on the service we provide.
  • The post holder should be able to work on their own initiative and with limited supervision, and have a flexible approach to their work in order to deal with conflicting demands and tight deadlines.
  • Good interpersonal skills are important for dealing with colleagues and external visitors, as is the ability to work effectively as part of a team
  • To coordinate facilities for staff on a day to day basis, including: maintaining supplies of office stationery; ensuring all office equipment is fully functioning, that faults are reported promptly and that adequate consumable supplies are available to ensure continuity of service
  • To manage departmental systems, accurately creating and collating additional works requests, small works requests, variation orders and capital bids for approval by the management team
  • To use the Trusts Oracle system to raise purchase orders, to receipt invoices for payment and act as a point of contact for suppliers as necessary. To maintain a record of goods and services ordered and received
  • Provide administrative support and develop documents e.g. letters and spreadsheets, slides, reports when required
  • To respond to telephone enquiries, including occasional contact with distressed patients or relatives, dealing with calls in a professional and courteous manner, whilst maintaining confidentiality
  • Taking and forwarding accurate messages to the appropriate team/individual in a timely manner
  • Organise and co-ordinate meetings / events, making administrative arrangements, (eg. Catering, room booking, seating arrangements, etc), preparing agendas and any other meeting documentation in advance. Including equipment and hospitality, coordinates multi-disciplinary meetings and provide additional support as required
  • Attend and minute-take at meeting
  • Type and receive confidential information, reports, memos, etc
  • Participate in scheduled and adhoc patient environment audits at ward level on a regular basis, following the guidance in National Standards of Cleanliness 2021 / PLAC
  • On request, the post holder will be asked to carry out additional duties equal to their role and level of responsibility
  • To participate in the annual appraisal process and attendance at mandatory training, and comply with the organisations policies and procedures
  • A good sound knowledge of all Microsoft packages is needed.
CLINICAL & PROFESSIONAL RESPONSIBILITIES
  • Ensure continued compliance with current legislation, Codes of Practice and best practice standards
  • The post holder must form professional and effective relationships with colleagues, staff at all levels throughout the Trust and the Trusts service partner New Hospitals and associated contractors
ADMINISTRATIVE RESPONSIBILITIES
  • Logging and progress chasing maintenance calls, liaising with PFI and other partners as appropriate
  • To respond to telephone enquiries, including occasional contact with distressed patients or relatives, dealing with calls in a professional and courteous manner, whilst maintaining confidentiality
  • Taking and forwarding accurate messages to the appropriate team/individual in a timely manner
  • To set up for meetings/events including equipment and hospitality, and provide additional support as required.
TEACHING & TRAINING RESPONSBILITIES
  • Take responsibility for Personal Continuing Professional Development including mandatory training, attendance on courses and seminars and via technical publications
  • Participate in the performance appraisal system
  • Assist other staff at all levels in the use and development of office machinery and equipment and the use of IT applications to support their work and the development of their skill set
FINANCIAL RESPONSIBILITY
  • Although no direct budgetary management is required for this post, a good budgetary awareness and ability to balance practicable solutions v costs is essential
  • To report to and assist the Estates & Facilities Performance Manager in identifying cost improvement opportunities in support of the Trust’s Financial Strate
  • To procure goods and services in accordance with the Trusts standing financial autonomy limits
  • Project management of delegated schemes and bodies of work
GENERAL DUTIES
  • To observe the provisions of and adhere to all Trust policies and procedures
  • To actively participate in the annual performance review to identify personal development need
  • To attend Trust Statutory and Mandatory training sessions as required and any other training courses relevant to the post
  • To fully comply with the relevant sections of the Health and Safety at Work Act. They must also understand and implement St Helens and Knowsley Hospitals NHS Hospitals Trust “Statement of Policy on Health and Safety at Work” and the Trust corporate “Health and Safety Policies and Procedures”. You are required to follow all applicable rules and procedures relating to Health and Safety at Work and to take all responsible precautions to avoid actions
  • To be aware of the confidential aspects of the post. To keep up to date with the requirements of information governance; undertake mandatory training and follow Trust policies and procedures to ensure that trust information is dealt with legally, securely, efficiently and effectively. Breaches of confidentiality will result in disciplinary action that may involve dismissal. You must maintain the confidentiality of information about service user staff and organisational business in accordance with the General Data Protection Regulation 2018 (GDPR) and Caldicott principles
  • The post holder should also be aware that, regardless of any action taken by the employing authority, breaches of confidentiality could result in civil action for damages
  • All staff will be treated with respect by management, colleagues, patients and visitors and equally staff will treat management, colleagues, patients and visitors with the same level of respect. Staff will be supported to challenge any discriminatory behaviour that may be based on differences in race, disability, language, culture, religion, sexuality, age, and gender or employment status
  • You will be expected to undertake the Trusts’ commitment to safeguarding and promoting the welfare of children, young people and vulnerable adults
  • To ensure that when creating, managing and sharing information records it is done in an appropriate way, subject to statutory requirements and agreed security and confidentiality policies, procedures and guidelines. All employees are responsible for implementing and maintaining data quality, ensuring that records are legible and attributable and that the record keeping is contemporaneous
  • In accordance with the Health and Social Care Act 2008, the post holder will actively participate in the prevention and control of infection within the capacity of their role. The Act requires the post holder to attend infection prevention and control training on induction and at regular updates and to take responsibility for the practical application of the training in the course of their work. Infection prevention and control must be included in any personal development plan and/or appraisal
  • To adhere to relevant Code of Practice of Professional body (if appropriate)
  • The post holder must be flexible in the duties performed and it is expected that similar duties, not specifically listed above, will be carried out as required and may be cross site.
  • The duties contained in this job description are not intended to be exhaustive. The duties and responsibilities of this post are likely to evolve in line with the Trust’s continued organisational development.
  • To adhere to the NHS Constitution and its principles and values. You must be aware of your Duty of Candour which means that you must be open and honest during your employment and if you see something wrong, you must raise it. You must read the NHS Constitution in full and can download this from the Trusts intranet site or thegov.ukwebsite. Hard copies are available from the HR Department on request.
  • The Trust is a non-smoking site. Failure to follow this rule could lead to disciplinary action.
  • The post holder will comply with Regulation 5 fit and proper person’s requirement for directors. This regulation will apply to directors – by which, we mean executive and non-executive, permanent, interim and associate positions, irrespective of their voting rights.




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