Care Unit Administrator

Job description

Job responsibilities

• On behalf of the Imaging Management Team respond to enquiries and correspondence, co-ordinate meetings, telephone calls and messages.
• Maintain an up-to-date electronic diary for the Imaging Management Team for meetings and appointments, communicating and negotiating changes as necessary and resolving conflicting diary appointments and schedules.
• Undertake professional administrative practices using a range of software programmes to produce documents (routine and complex) in line with the Trust's House Style Manual, which may be dictated or hand written. Using Unit 4, Trac.
• Prioritise and organise own workload ensuring deadlines and targets can be met. Liaise closely with Line Manager and Service Lead to ensure the service provided meets with the organisational needs.
• To set up and maintain the personnel records for current staff and new employees across the Department, ensuring that all relevant correspondence and documents are available when required.
• Arrange meetings, internal and external to the Department and the Trust, communicating with the appropriate personnel, booking venues and arranging catering as required.
• Promote and maintain good working relationships within the team and other Departments to ensure the efficient smooth running of the service
• Administer applications on Trac and create information for Lead Interviewer.
• Receive internal and external visitors in a friendly and courteous manner, dealing with enquiries in the absence of your Line Manager providing an effective point of contact with the Trust.
• To provide training and support to new members of the team.
• Prepare portfolio for meetings together with accompanying documents and distribute to the group in accordance with the deadline.
• Attend/dial in to Team meetings and produce timely and accurate minutes for approval within the agreed timescale and collation of follow-up action.
• To update all departmental data bases, on a regular and typing up any necessary documentation, when required.
• Take information from absence line and note in absence book along with inputting in to Excel document for HR regarding Covid-19 positives and absences around isolation dates.
• To liaise with the clerical team in order to maintain adequate stationery supplies and complete single tender waivers, charitable fund information for Leadership team accordingly.
• To carry out general clerical duties within the Department , if required, in agreement with your Line Manager.

Person Specification

Experience

Essential

• Educated to GCSE Grade A-C (8-4)
• RSA III keyboard skills or equivalent

Experience

Essential

• oExperience of working in a secretarial role oExperience of working as part of a team oAbility to communicate at all levels oAbility to prioritise workload oAbility to work under pressure

Desirable

• ECDL
• oWorking knowledge of Trac Recruitment System oWorking knowledge of Unit 4 - Trust ordering system

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).

Employer details

Employer name

Chesterfield Royal Hospital NHS Foundation Trust

Address

Chesterfield Royal Hospital

Top Road

Chesterfield

S44 5BL

Employer's website

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