Facilities Services Senior Admin Co-Ordinator

Chesterfield Royal Hospital NHS Foundation Trust

This job is now closed

Job summary

A vacancy has arisen for a Senior Facilities Administratorwithin the Facilities Administration Office in the Estates Department working for Derbyshire Services Facilities Services (DSFS) based at Chesterfield Royal Hospital.

Working hours are Monday to Friday 8.00 am - 4.00 pm - PLEASE NOTE a job share will be considered and can be discussed at interview.

The Senior Facilities Administrator is responsible for co ordinating minutes and action logs within an agreed timeframe and supporting the meeting chair to deliver robust documentation for a wide range of meetings. Please note that we are currently trailing anM365 Copilot which is Microsoft's exciting Artificial Intelligence (AI) tool integrated into the Microsoft 365 suite, which includes apps like Word, Excel, PowerPoint, Outlook, and Teams. Think of it as a digital assistant, but far more intelligent and proactive which if approved and license depending will support this role.

Working and supporting 5 administrators in at busy environment where every day is different, from greeting and sign posting contractors to taking a maintenance call to ensure the hospital is a safe environment for patients, visitors and colleagues, arranging Identification badges and removing and adding access to areas when requested. You will be expected to work closely with the team and prioritise and provide elements of cover for annual leave to ensure service continuity and resilience.

Closing date 27th April 2025

Shortlisting w/c 28th April

Interviews w/c 5th May 025

Main duties of the job

Briefly the role provides specialist clerical and administrative services to senior facilities services staff. Working closely with peers for service continuity and resilience. The role is responsible for organising and facilitating meetings and events, producing meeting action notes, agendas, as necessary. These meetings can also take please using the Teams system and are planned to be supported by M365 copilot. To effectively manage diaries as requested, ensuring that all staff are supported in achieving their requirements in respect of meeting arrangements and associated administrative processes.

Maintain a balanced workload to ensure all requirements are resourced and targets met along with the ability to work independently, using own initiative, prioritise workload.

To be responsible for correspondence and reports including drafting and typing of letters again if approved and licence depending on M365 Copilot Artificial Intelligence (AI) will support this role.

Provide admin support within a busy office environment if requested.

To proactively book meetings in by planning into the following year - maintaining a record of meetings booked.

About us

Derbyshire Support and Facilities Services Ltd. (DSFS) is a subsidiary company that's 100% owned by Chesterfield Royal Hospital NHS Foundation Trust.

DSFS has just under 1000 staff across Soft and Hard Facilities Services, and our corporate services including, ICT, Patient Records, Switchboard, Procurement, Finance and Clinical Engineering. Very much part of the 'Chesterfield Royal family', DSFS builds on solid NHS foundations to offer a more commercial approach that's dynamic, flexible, and proactive.

DSFS are proud to be striving to achieve a truly diverse and inclusive flexible workforce by valuing and welcoming everyone's abilities, uniqueness, and individuality. All our colleagues have the right to and should be able to feel 100% themselves at work; we believe that all our people add to and should improve our culture and not just fit in with it. By embracing our diverse backgrounds and differences our culture becomes richer and makes us stronger together.

Derbyshire Support and Facilities Services Limited currently do not offer a Certificate of Sponsorship, any applications which require sponsorship will not be considered

Date posted

08 April 2025

Pay scheme

Other

Salary

£23,254 to £23,806 a year pro rata per annum

Contract

Permanent

Working pattern

Full-time

Reference number

166-DSFS-6877773-C

Job locations

DSFS Ltd -Chesterfield Royal Hospital

Chesterfield Road

Chesterfield

S44 5BL

Job description

Job responsibilities

Please see the Job description and Person Specification attached to this vacancy. This document contains a full detailed description of the role and what the main responsibilities and duties are along with the criteria that is required.

Job description

Job responsibilities

Person Specification

Qualifications and Training

Essential

Audio Word processing, ability to produce work to RSA III standard
GCSE English Language grade C or above.
Relevant experience.

Desirable

IT systems qualification
HNC or equivalent in business and administration.

Experience

Essential

First line management / Supervision
Relevant experience of note taking at higher level meetings.
Experience of working as part of a multi-disciplinary team
Ability to work on own initiative, especially with regard to problem solving.
Previous experience of organising and prioritising workloads

Desirable

Previous experience of managing multiple diaries.

Skills and Knowledge

Essential

Good interpersonal skills.
Excellent verbal and written communication skills.
IT skills in particular, Word, Excel
Ability to deal with tasks which are running simultaneously
Ability to meet deadlines.
Ability to work under pressure.

Desirable

Advanced IT skills, in particular Excel and Powerpoint.

Personal Attributes

Essential

Self-motivated
Professional approach
Able to work flexibly to meet the demands of the role.
Methodical.
Articulate.

Person Specification

Qualifications and Training

Essential

Audio Word processing, ability to produce work to RSA III standard
GCSE English Language grade C or above.
Relevant experience.

Desirable

IT systems qualification
HNC or equivalent in business and administration.

Experience

Essential

First line management / Supervision
Relevant experience of note taking at higher level meetings.
Experience of working as part of a multi-disciplinary team
Ability to work on own initiative, especially with regard to problem solving.
Previous experience of organising and prioritising workloads

Desirable

Previous experience of managing multiple diaries.

Skills and Knowledge

Essential

Good interpersonal skills.
Excellent verbal and written communication skills.
IT skills in particular, Word, Excel
Ability to deal with tasks which are running simultaneously
Ability to meet deadlines.
Ability to work under pressure.

Desirable

Advanced IT skills, in particular Excel and Powerpoint.

Personal Attributes

Essential

Self-motivated
Professional approach
Able to work flexibly to meet the demands of the role.
Methodical.
Articulate.

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Additional information