Site Management Officer - Plymouth, United Kingdom - University Hospitals Plymouth NHS Trust

University Hospitals Plymouth NHS Trust

Verified Company

Plymouth, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

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Description

Providing a communication link for the Deputy Head of Estate Site Management and other Managers, initiating the cascades of relevant information in any absence.

This may involve persuasive, motivational and negotiating skills. Initiating the first response to urgent and important issues. Employ a consistently professional and confident approach, always reflecting the Trust values.

Work closely with the Operations Manager and the Customer Services Team within the Site Services Directorate to ensure optimum efficiency and a timely flow of work, providing cover for colleagues as and when required.

Effectively manage the Deputy Head of Estates Site Managements diary prioritising meetings / appointments as directed where necessary, to ensure appropriate and optimum time management, allowing sufficient work / reflective time.

Assist with requests for signage internally and externally for the Trust.

Acting on direction from the Management Team, to draft responses to written correspondence, FOI requests, PALS complaints, and other requests.

Raise POs/CAP4s ensuring the works are completed in a timely manner, keeping an accurate record of the PO raised, works requested and the completion date.

Establish and maintain an effective, accurate and where appropriate confidential filing system ensuring files and specific information can be easily retrieved.

Arranging meetings as required by the Site Services Senior Management Team ensuring the relevant information is available and that arrangements are in place for the room reservation, equipment, and refreshments, if appropriate.

Arrange the preparation and distribution of agendas and papers for meetings, in accordance with Trust policies, procedures and timescales.

Respond to internal queries, correspondence and telephone calls coming into the office, as directed, in a timely and professional manner.

Word processing of letters, reports, and presentations to a consistently high standard, both from dictation and manuscript.

Undertaking tasks / projects, as required to support the Site Services Management Team, which may include obtaining and collating relevant information.

The post holder is expected to demonstrate flexibility in their working arrangement and resourcefulness in their approach to providing cover and support with the Customer Support Services Team within the Site Services Directorate COMMUNICATIONS & WORKING RELATIONSHIPS The post holder is expected to work and develop relationships both Trust wide and with external agencies, including, but not limited to:
Members of the public Trust wide clinicians Senior Trust Management Corporate Administrators Key Stakeholders External auditors Suppliers Distributors