Band 4 - Emergency Planning & Operational Administrator, Corporate
West Hertfordshire Teaching Hospitals NHS Trust
Closing date: 31 May 2026
Location: Watford General Hospital. This is a substantive full‑time position (37.5 hours per week) based onsite during standard working hours of 9:00 am – 5:00 pm. Travel to other Trust sites may be required as needed.
Overview
The post holder will be a key member, working with a high degree of autonomy to support and enable the Heads of Department to focus on their core responsibilities. They will be expected to demonstrate excellent judgement, discretion, and initiative, alongside strong organisational, prioritisation, and analytical skills.
Responsibilities
* Prepare relevant agendas for meetings and conference calls.
* Write up meeting minutes and reports from key meetings.
* File datasheets, logbooks, incident reports and correspondence.
* Escalate incident and business continuity plans requiring updates to relevant divisions.
* Update and maintain the weekly on‑call rota and weekend and bank holiday plans.
* Supply data and information as and when requested by management.
* Place orders and raise purchase orders as required by teams through Integra or the IT portal.
* Assist with the movement of training materials around the Trust to training rooms and other key areas.
* Use the EPR and other Trust‑wide systems effectively within the specialty area by undergoing required training.
* Take direction from the Head of Emergency Planning, Head of Operational Services, Deputy Head of Operational Services and the Emergency Planning Team for any duties that may be required.
* Maintain the diary of the Head of Emergency Planning & Operational Services.
* Work effectively in a potentially stressful environment during times of hospital peak demands or incidents.
* Receive, make and co‑ordinate telephone calls from wards, other departments, allied professionals and multi‑agency partners; if an immediate response is required, ensure the appropriate person is informed.
* Monitor shared mailboxes and escalates as required.
* Keep relevant teams updated on progress and issues throughout the day, ensuring timeliness and accuracy.
Qualifications
* Educated to A‑level, including English and Maths, or equivalent administration experience.
* Experience in an administration role within an office environment.
* Preferably NHS experience.
* Experience dealing with sensitive and confidential information.
* Experience working in a customer service environment.
* Experience note‑taking and transcribing minutes.
* Understanding of emergency planning concepts.
* Ability to understand and disseminate complex and differing concepts.
* Proactively presenting ideas for improvement.
* Awareness of NHS terminology.
* Knowledge of Cerner/Electronic Patient Record (EPR).
Person Specification
The successful candidate will possess the above qualifications, demonstrate excellent judgement and discretion, and be able to work autonomously while supporting senior leaders in a fast‑paced environment.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a Disclosure and Barring Service check to confirm no prior criminal convictions.
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