Directorate Administrator - Nottingham, United Kingdom - Nottingham University Hospitals NHS Trust

Nottingham University Hospitals NHS Trust

Verified Company

Nottingham, United Kingdom

1 week ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

NHS AfC:
Band 3

Main area

Science & Technology Directorate

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Grade

NHS AfC: Band 3

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Contract

Permanent

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Hours

Full time
Part time
Flexible working

37.5 hours per week (Part time hours will be considered but would need to be a minimum of 30 hours per week. Hours can be variable but meetings must be covered.)
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Job ref

Site

Nottingham University Hospital

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Town

Nottingham

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Salary
- £21,730 - £23,177 per annum
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Salary period

Yearly

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Closing

Today at 23:59Job overview

To act as administrator and provide admin support to the Directorate Leadership Team including the Trust Chief Scientist.

This role is advertised as 1.0wte although part time would be considered. However, this would have to be a minimum of 30 hours per week. Hours can be variable across the week but meetings will need to be covered.

Main duties of the job

Administration support for the Directorate Leadership Team

Administer meetings; arranging, preparing papers and taking and transposing minutes

Deal with general enquiries to the Directorate

Ensure mandatory training and appraisals are carried out across the Directorate.

Assist the Admin Officer in ensuring that risk and incident actions are updated within required timescales.

Provide admin support to the Training Coordinator

Complete monthly pay sheets ready for submission

Place orders, book training and arrange travel and accommodation

Manage department vehicle servicing and insurance claims

Working for our organisation

The Science & Technology Directorate has around 430 staff spread across 9 services including Bowel Cancer Screening Hub, Clinical Engineering, Clinical Neurophysiology, Evoked Potentials, Nuclear Medicine, Radiation Physics, Radiotherapy Physics, Sterile Services and Trent Simulation & Clinical Skills Centre.

The Science & Technology Directorate sits within the Clinical Support Division.

This role will be based in the Management and Operations team of the Directorate. The team comprises the Chief Scientist/Clinical Director, General and Deputy General Managers, Operations Manager and Admin Officer.

The role will be mainly based on the City campus and home working can also be carried out.

Detailed job description and main responsibilities

Manage and organise diaries for the Directorate Leadership Team.

This will involve prioritising appointments and taking the initiative to rearrange meetings, where appropriate, to ensure best use of time.

Support the Directorate Leadership Team in all elements of administrative procedures. This will require flexibility in the work routine and working to targets and deadlines.

Provide administrative support to projects within the Directorate.

Organise meetings. This may involve co-ordinating the diaries of a number of senior staff from within and outside the Trust. Book suitable venues and projection equipment.

Ensure that necessary files and correspondence are available for meetings and other appointments.

Produce formal minutes and notes from a number of meetings as required, picking out the key points of discussion and actions.

To respond promptly and appropriately to enquiries made either in person, by correspondence or over the telephone.

Type correspondence, reports, agendas and minutes ensuring confidentiality at all times.

Provide administration support to the Training Coordinator.

Sort and distribute mail.

Assist with the development and implementation of procedures in own area of work.

Complete monthly eTimesheets and ensure that they are complete and ready for authorisation.

Use Trust electronic ordering systems including E-Series and NHS Supply Chain.

Arrange for the requisition of invoices.

Book courses where required.

Book hotel accommodation and travel through the Trust agents.

Manage vehicle servicing of department vehicles and oversee insurance claims ensuring they are processed accordingly.

Manage the vehicle bookings diary and ensuring all users authorised to drive have submitted licences and completed relevant paperwork.

Maintain stocks of stationery and computer consumables.

Point of contact for the management of the photocopier and printer contract.

Arrange, coordinate and publish Science and Technology Directorate newsletter.

Assist the Directorate Admin Officer with chasing of outstanding incident investigations and risks actions on Datix

Oversee the mandatory training and appraisals compliance chasing those that are outstanding and sending reminders to staff to complete.

Produce monthly reports on mandatory training and appraisal compliance and distribute to managers.

Create and maintain bespoke Excel spreadsheets and produce charts/graphs as required

Person specification

Qualifications:

Essential criteria