Main area Administration Grade NHS AfC: Band 4 Contract Permanent Hours Full time - 37.5 hours per week (Monday - Friday 8am-4pm) Job ref 276-7318337-AFc
Employer Queen Victoria Hospital NHS Foundation Trust Employer type NHS Site Queen Victoria Hospital Town East Grinstead Salary £27,485 - £30,162 per annum Salary period Yearly Closing 29/07/2025 23:59
NHS AfC: Band 4
Welcome to Queen Victoria Hospital NHS Foundation Trust and thank you for your interest.
In addition to receiving tertiary referrals from across the South East of England, we have a network of ‘spoke’ sites at district general hospitals enabling our consultants to offer their expertise with routine treatments and consultations as close to patients’ homes as is possible. With the recent addition of video led ‘virtual’ consultations we also enable patients who have some distance to travel to avoid the additional stress and worry of a long journey.
Working at QVH combines the excitement, challenge and career opportunities of many larger organisations with the satisfaction of delivering excellent patient care that really does re-build our patients’ lives.
We also offer attractive benefits such as
* tailored personal development to support career aspirations, including accredited clinical and management development programmes
* flexible working arrangements for a work-life balance that suits you and your needs
* a dedicated reward programme, offering a range of national and local discounts, cashback and tax relief schemes
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Sustainability
At Queen Victoria Hospital we want to be the first Net Zero Hospital in England, and to achieve that wants every member of staff to be a green champion. The way in which the Trust works has a significant impact on the organisation’s carbon footprint and that of our patients. From the heat, light and power supplies within the hospital to avoiding unnecessary patient journeys, the Trust is empowering all staff to create a sustainable health and care environment for future generations. The Trust expects all staff to reuse and recycle more, to use energy and water efficiently, to walk or cycle to work if you can, and to have a focus on sustainability in the workplace.
1.1 The role is to provide Administrative support to the Executive Assistant Estates & Facilities, Executive Director and Associate Director for Estates & Facilities, the 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 & software programs.
1.2 Arrange and attend meetings, taking, transcribing and disseminating minutes in a timely manner.
1.3 Produce spreadsheets and KPI’s using appropriate programs to create a variety of documents. Co-Ordinate reports, gathering and formatting 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 Managing the Estates & Facilities helpdesk, instructing Engineers and contractors with any maintenance required.
1.6 Responsible for internal/external telephone calls, email, post and routine enquiries in an appropriate manner. Drafting replies on behalf of team members as required and organise priorities and relaying information in a timely manner.
1.7 Raise requisitions and receipt invoiced goods on Finance and Procurement Systems in accordance with policies and procedures.
1.8 Publish and update accurate information on the Trust Intranet site and databases as and when required.
1.9 Action taking for monthly environmental audits with departmental Heads.
1.10 Organise diaries, appointments, large and small meetings, workshops and functions.
Working for our organisation
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 specialise in conditions of the eyes (corneoplastics), hands, head and neck cancer and skin cancer, reconstructive breast surgery, maxillofacial surgery and prosthetics, providing regional and national services in these areas of clinical expertise.Our world-leading clinical teams also treat more common conditions of the eyes, hands, skin, and teeth for the people of East Grinstead and the surrounding areas. In addition, QVH provides a minor injuries unit, expert therapies, a sleep service, and a growing portfolio of community-based services.Patients consistently rate QVH amongst the top hospitals in the country for quality of care.
Our success is underpinned by the skills and enthusiasm of our staff and a strong culture of partnership. We are fully committed to training and development of the workforce with support for continuing education and learning.
Detailed job description and main responsibilities
1.1 Internal
· Executive Assistant E & F
· Head of Estates
· Compliance Manager
· Capital Projects Manager
· Estates maintenance and project teams
· Senior hospital Management teams
· Trust Procurement Leads
· Trust 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 MS Office
* Healthcare or NHS Experience
* Minute Taking/meeting management
* Experience dealing with general public/customer services
The closing date given is a guide only. There may be some occasions when we have to close a vacancy once sufficient applications have been received. You are therefore advised to submit your application as early as possible to avoid disappointment.
Employer certification / accreditation badges
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
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