Job summary
We're looking for a highly-motivated and organised individual to join our Chief Executive's Office team, where you'll work flexibly to provide administrative support for a project to develop and implement a new electronic library for managing Trust Controlled Documents (TCDs).
You'll work within a small team of specialist information staff within the Chief Executive's Office who are responsible for overseeing the management of Trust Controlled Documents and digital information resources which includes patient information leaflets, Trust-wide policies and guidelines.
The team also provide specialist guidance, support and training to staff producing patient and staff information.
Number of Hours per week: 15
These hours can be worked flexibly over two to three days per week
Main duties of the job
To provide administrative support for Trust Controlled Documents (TCDs) during a phase of transition to a new document management system. This includes migrating data, maintenance of database records and support with data validation.
The post holder has responsibility for supporting management of the Trust's electronic library for all TCDs, including Trust-wide policies, clinical guidelines, standard operational procedures, terms of reference and patient information assets. The role involves working with document leads, authors and governance teams to provide advice and management of system access.
The role is driven by the need to improve and uphold Trust and national standards in document management / accessibility and compliance with the Trust's Controlled Documents Policy and Patient Information Policy.
About us
This vacancy is advertised on a fixed term contract basis for a period of nine months due to the post being recruited as part of a limited term project within the Trust. The fixed term contract status of the post holder will be reviewed in accordance with the Trust's legal obligations regarding fixed term contracts taking into consideration the requirement for the post to be maintained as a part of the project's implementation and the timescales associated with this.
Please also note any secondment must first be agreed with your current line manager.
The Chief Executive's Office oversees the management of the Trust. This includes providing corporate and strategic development, corporate governance, communications, including press and public relations, and undertaking special projects.
Within this sits a small team responsible for the management and governance of Trust Controlled Documents (TCDs) and digital information resources, which include patient information leaflets, Trust-wide policies, guidelines, standard operating procedures, terms of reference and other Trust publications which need formal approval.
The team is responsible for upholding quality standards and leading on best practice in document and information resource management through the provision of specialist advice, monitoring, reporting, and training.
Job description
Job responsibilities
Please view the attached Job Description and Person Specification documents for full details regarding this post.
When completing your application please ensure that you clearly demonstrate how you meet the role criteria.
Job description
Job responsibilities
Please view the attached Job Description and Person Specification documents for full details regarding this post.
When completing your application please ensure that you clearly demonstrate how you meet the role criteria.
Person Specification
Education and qualifications
Essential
- Education to GCSE level with Grade 4 or above in English Language and Mathematics (or equivalent experience/qualification)
Education and qualifications
Essential
- NVQ Level 3 in Business Administration (or equivalent experience)
Experience
Essential
- Experience of working an administrative role / providing administrative support
Experience
Essential
- Experience of following established processes and procedures
Experience
Desirable
- Experience maintaining electronic filing systems
Skills and knowledge
Essential
- Comprehensive IT skills including a good working knowledge of Microsoft Office software including Outlook, Word, PowerPoint, Excel, Teams and Forms
Skills and knowledge
Essential
- Knowledge of administrative procedures and systems
Skills and knowledge
Essential
- Good organisational skills - the ability to arrange meetings and diary keeping
Skills and knowledge
Essential
- Effective team working skills
Skills and knowledge
Essential
- Attention to detail and high levels of accuracy
Person Specification
Education and qualifications
Essential
- Education to GCSE level with Grade 4 or above in English Language and Mathematics (or equivalent experience/qualification)
Education and qualifications
Essential
- NVQ Level 3 in Business Administration (or equivalent experience)
Experience
Essential
- Experience of working an administrative role / providing administrative support
Experience
Essential
- Experience of following established processes and procedures
Experience
Desirable
- Experience maintaining electronic filing systems
Skills and knowledge
Essential
- Comprehensive IT skills including a good working knowledge of Microsoft Office software including Outlook, Word, PowerPoint, Excel, Teams and Forms
Skills and knowledge
Essential
- Knowledge of administrative procedures and systems
Skills and knowledge
Essential
- Good organisational skills - the ability to arrange meetings and diary keeping
Skills and knowledge
Essential
- Effective team working skills
Skills and knowledge
Essential
- Attention to detail and high levels of accuracy
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.
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
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.
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).
