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    EfM - Administrative Assistant - Swindon, United Kingdom - Great Western Hospitals NHS Foundation Trust

    Great Western Hospitals NHS Foundation Trust
    Great Western Hospitals NHS Foundation Trust Swindon, United Kingdom

    2 weeks ago

    Default job background
    Permanent
    Description

    Job summary

    We are seeking a Band 3 Administrative Assistant to join our EfM Team on a part time basis.

    You will provide effective administrative and secretarial support to the EfM Team while working to a high level of accuracy and time management, supporting in specific areas including Hard and Soft FM, Project and Property Management and Sustainability and Waste. The post holder will report directly to the EfM Office Manager.

    Main duties of the job

    1. To provide general administrative and secretarial support to senior managers within the EfM Team including diary management, meeting preparation, assisting with purchase orders, basic IT assistance, document preparation and collection of information / data.

    2. To prepare and produce Board and Committee level Minutes for EfM Departmental Meetings, including Senior Management Team, EfM Board and Joint Management Board Minutes and various ad-hoc projects and estates related meeting Notes / Minutes as required.

    3. To organise and arrange meeting set up (ie room bookings and diary management), to prepare the required agendas and related paperwork and distribution to group members and attend those meetings in order to prepare comprehensive Minutes or Notes.

    4. To assist in the raising of requisitions (purchase orders) on the Oracle financial system (SBS) which will include receipting orders, chasing suppliers and interrogation of the system to ensure services are received and prompt payment to suppliers. This will involve regular liaison with the Requestor, the Procurement Team and external contractors and suppliers (including colleagues working within SBS)

    About us

    Our STAR values - Service, Teamwork, Ambition and Respect - are a golden thread running through everything we do. These values serve as a guiding principle, driving us towards our vision of delivering great joined up services to our local community. Whether at home, in the community, or within the hospital, our goal is to empower individuals to lead independent and healthier lives.

    Job description

    Job responsibilities

    To assist in ensuring the Team are following Financial and Procurement guidelines prompting them on spend levels and raising of waivers whenever assist in the management and population of the Health Roster for the EfM Team (this will involve checking and chasing on sickness and annual leave to ensure all records are accurate and recorded in a timely way).

    Please see attached the full Job Description

    Person Specification

    Qualifications

    Essential

  • GCSE (or equivalent) in Maths and English (A-C)
  • OCR / RSA level 2 or 3 / ECDL (or equivalent)

    • Desirable

  • A level in Maths and English (A-C)
  • NVQ level 3 (or equivalent)
  • Business Admin qualification

    • Experience

    Essential

  • Experience of working in a busy office environment
  • Experience of Minute or Note taking

    • Desirable

  • Experience of Estates & Facilities
  • Experience of purchasing or financial systems

    • Skills

    Essential

  • Good working knowledge of Microsoft Office (Word / Excel / Outlook)
  • Ability to communicate effectively and clearly with a good eye for detail
  • To work with integrity and maintain confidentiality at all times
  • Excellent communication skills at all levels

    • Desirable

  • Knowledge and experience of Oracle Financial system (SBS)
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