Capital Project Assistant

University Hospitals Dorset NHS Foundation Trust

Information:

This job is now closed

Job summary

The post holder would be an integral member of the Capital Estates team supporting the Head of Capital Estates, the Project Managers and a number of work streams.

The position will oversee the core aspects of the programmes of work, maintain open and smooth lines of communication, and help strengthen the team. To achieve this, the post holder will need to be analytical, able to liaise with senior key stakeholders, able to present and work with large datasets, be organised and committed.

Base Location: Royal Bournemouth and Poole Hospital

Interview Date: TBC

Main duties of the job

Main duties of the job

  • To provide PA support to the Head of Capital Estates and the Senior Project Managers, including managing diaries, inboxes and meetings as required.
  • To lead on the planning of events, this will include: requesting, receiving and comparing quotations and submitting this through the relevant processes.

  • Ensure that all relevant papers, presentations and equipment prepared prior to the start of meetings and events and to coordinate/operate these during the meeting.

  • Drive optimal efficiency and effectiveness. Manage new ways of working to improve efficiency.

  • Be aware of and implement all relevant Trust Policies and procedures

  • To prioritise, organise and manage workload without supervision and to identify matters which require urgent attention.

About us

Our values define who we are as #TeamUHD. They underpin everything we do now and in the future. They define how we treat our patients, visitors, and each other, our valued teammates and colleagues.

UHD are investing in services across the Trust, with many being transformed and developed following merger and the New Hospital Programme.

This means that some services may move site this year or next, either temporarily or long term. Recruiting Managers interviewing for this role will be happy to answer any specific questions that you have about this at interview.

Date posted

30 September 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£26,530 to £29,114 a year

Contract

Fixed term

Duration

8 months

Working pattern

Full-time, Part-time, Flexible working, Compressed hours

Reference number

153-CO03678

Job locations

University Hospitals Dorset - All Sites

Dorset

BH7 7DW


Job description

Job responsibilities

See detailed Job Description.

The post holder will be responsible for providing general administration support and secretarial services to the Estates Capital Project Managers to enable them to carry out their roles effectively.

Duties and Responsibilities

Dealing with telephone & email enquiries, taking and passing on messages and drawing these to the attention of the relevant person or team promptly.

General office administration, managing electronic filing systems

Raise orders at the request of Estates Capital Project Managers.

Check invoices against purchase orders.

Organising meetings, preparing agendas, printing and typing of minutes

Diary management for Estates Capital Project Managers

Showing a degree of initiative and an ability to organise the day to day workload

Provide support and carry out other duties as may reasonably be required by their line Manager

Job description

Job responsibilities

See detailed Job Description.

The post holder will be responsible for providing general administration support and secretarial services to the Estates Capital Project Managers to enable them to carry out their roles effectively.

Duties and Responsibilities

Dealing with telephone & email enquiries, taking and passing on messages and drawing these to the attention of the relevant person or team promptly.

General office administration, managing electronic filing systems

Raise orders at the request of Estates Capital Project Managers.

Check invoices against purchase orders.

Organising meetings, preparing agendas, printing and typing of minutes

Diary management for Estates Capital Project Managers

Showing a degree of initiative and an ability to organise the day to day workload

Provide support and carry out other duties as may reasonably be required by their line Manager

Person Specification

Qualifications

Essential

  • Relevant vocational level 3 or equivalent demonstrable experience
  • GCSE in English & Maths or equivalent

Experience

Essential

  • Previous experience as a PA to a director or senior manager
  • Will be expected to deal with highly confidential and complex correspondence
  • Experience of managing diaries
  • Ability to work within tight deadlines and proven skills in personal time management
  • Ability to multi-task and prioritise
  • Excellent organisation and planning skills

Technical Skills Competencies

Essential

  • Advanced IT skills including Microsoft Office applications
  • Competent in Adobe Professional or equivalent software
  • Excellent organisational skills

Other

Essential

  • Secretarial admin processes and practices
  • Excellent interpersonal skills with the ability to communicate sensitively and effectively
  • Strong attention to detail
  • Ability to manage own time and meet deadlines
  • Ability to work as part of a multi-disciplinary team and unsupervised on own initiative
Person Specification

Qualifications

Essential

  • Relevant vocational level 3 or equivalent demonstrable experience
  • GCSE in English & Maths or equivalent

Experience

Essential

  • Previous experience as a PA to a director or senior manager
  • Will be expected to deal with highly confidential and complex correspondence
  • Experience of managing diaries
  • Ability to work within tight deadlines and proven skills in personal time management
  • Ability to multi-task and prioritise
  • Excellent organisation and planning skills

Technical Skills Competencies

Essential

  • Advanced IT skills including Microsoft Office applications
  • Competent in Adobe Professional or equivalent software
  • Excellent organisational skills

Other

Essential

  • Secretarial admin processes and practices
  • Excellent interpersonal skills with the ability to communicate sensitively and effectively
  • Strong attention to detail
  • Ability to manage own time and meet deadlines
  • Ability to work as part of a multi-disciplinary team and unsupervised on own initiative

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

University Hospitals Dorset NHS Foundation Trust

Address

University Hospitals Dorset - All Sites

Dorset

BH7 7DW


Employer's website

https://www.uhd.nhs.uk/careers (Opens in a new tab)

Employer details

Employer name

University Hospitals Dorset NHS Foundation Trust

Address

University Hospitals Dorset - All Sites

Dorset

BH7 7DW


Employer's website

https://www.uhd.nhs.uk/careers (Opens in a new tab)

For questions about the job, contact:

Business Manager

Taz Anderton

tanaz.anderton@uhd.nhs.uk

07747030764

Date posted

30 September 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£26,530 to £29,114 a year

Contract

Fixed term

Duration

8 months

Working pattern

Full-time, Part-time, Flexible working, Compressed hours

Reference number

153-CO03678

Job locations

University Hospitals Dorset - All Sites

Dorset

BH7 7DW


Supporting documents

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