1.1 The role is to provide administrative support to the Executive Assistant Estates & Facilities, Executive Director, and Associate Director for Estates & Facilities, as well as senior management and directorates, working as part of the wider Estates & Facilities team.
1.2 A fundamental part of the administration team, providing a comprehensive, professional, and effective service in line with current NHS standards and directives to meet the needs of the team.
1.3 To deputise for the Executive Assistant in their absence.
Main duties of the job
1.1 To be highly skilled and experienced in the full range of secretarial work practices and software programs.
1.2 Arrange and attend meetings, take, transcribe, and disseminate minutes in a timely manner.
1.3 Produce spreadsheets and KPIs using appropriate programs to create a variety of documents. Coordinate reports, gather, and format information from diverse sources according to agreed deadlines.
1.4 Deputise for the Executive Assistant in their absence or as requested, undertaking all secretarial and administrative functions.
1.5 Manage the Estates & Facilities helpdesk, instruct engineers and contractors regarding maintenance requirements.
1.6 Handle internal and external telephone calls, emails, post, and routine inquiries appropriately. Draft replies on behalf of team members as required, organize priorities, and relay information promptly.
1.7 Raise requisitions and receipt invoiced goods on Finance and Procurement Systems following policies and procedures.
1.8 Publish and update accurate information on the Trust intranet site and databases as required.
1.9 Assist with monthly environmental audits alongside departmental heads.
1.10 Organize diaries, appointments, meetings, workshops, and functions.
About us
Rated GOOD overall with outstanding care by the CQC. A specialist NHS hospital providing life-changing reconstructive surgery, burns care, and rehabilitation services across the South of England and beyond.
We specialize in conditions of the eyes (corneoplastics), hands, head and neck cancer, skin cancer, reconstructive breast surgery, maxillofacial surgery, and prosthetics, providing regional and national services in these areas. Our clinical teams also treat common conditions of the eyes, hands, skin, and teeth for East Grinstead and surrounding areas. Additionally, QVH offers a minor injuries unit, therapies, sleep services, and community-based services. Patients consistently rate QVH among the top hospitals for quality of care.
Our success is driven by skilled staff and a strong culture of partnership. We are committed to training and workforce development, supporting continuing education and learning.
Job responsibilities
1.1 Internal
Director & Associate Director E & F, Head of Estates, Compliance Manager, Capital Projects Manager, estates maintenance and project teams, senior hospital management teams, trust procurement and finance leads, all trust employees as required.
1.2 External
* Contractors and suppliers
* Professional bodies
* Key regulators
* Structural engineers and other construction professionals
Person Specification
Application & Interview
* Higher National Certificate, Vocational Level 3, or equivalent
* Foundation Degree, Higher National Diploma in Higher Education
* Experience with MS Office
* Healthcare or NHS experience
* Minute-taking and meeting management skills
* Experience dealing with the public and customer service
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975. A disclosure check will be required to identify any previous criminal convictions.
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