Job summary
Administrator Support (Information) -
Fixed term 18 months (until 31 March 2027).
Full time 37.5 hours per week.
Band 2, £24,465 per annum
You will provide efficient and proactive support to the Trust's Estates team by delivering quality, timely, cost effective and customer focussed outcomes, achieving high levels of internal customer satisfaction.
This vacancy is only open at this stage to internal employees of the following organisations within the Staffordshire and Stoke-on-Trent Integrated Care System:
- North Staffordshire Combined Healthcare NHS Trust
- Midlands Partnership University NHS Foundation Trust
- University Hospitals of North Midlands NHS Trust, inclusive of Black Country Procurement Group and North Midlands and Cheshire Pathology Service.
- Staffordshire and Stoke-on-Trent Integrated Care Board
Main duties of the job
The post holder is responsible for ensuring that information is organised and stored digitally so that it is easily accessible and sharable for all Estates and Capital Projects team members within the parameters set by the Trust's Data Protection and Information Management policies. The post holder also provides support with ensuring the Micad system supports efficient and effective service delivery.
- Organise and develop a shared electronic filing/information facility for Estates and Capital Projects using SharePoint (or a similar system), to ensure that information is easily accessible for all team members.
- Work proactively with team members to identify information to be stored on the shared system including:oPoliciesoProceduresoContractsoMaintenance ProgrammesoProject PlansoReportsoLeasesoEstates and building plansoKey performance indicatorsoCustomer feedback and satisfaction data
- Ensure that all information is stored and shared in accordance with Data Protection and Information Management Trust and legal requirements.
- Respond proactively to requests for information from team members and other Trust Departments, including finding it from other sources if not readily available on the shared system.
- Implement version control mechanisms so that team members have assurance that they are using most up to date versions of key documents
About us
As a Trust we remain bold and ambitious with plans for both service and system collaborative transformation over the coming years to improve the health and wellbeing of our local people through high quality care.
We pride ourselves onensuring our team has their wellbeing put first and as such provide a range of wellness opportunities including flexible working.
We are committed to the Greener NHS national ambition to becoming the world's first 'carbon net zero' national health system by 2045 (Greener NHS (england.nhs.uk). As part of this, sustainability is embedded in our strategy as one of our four key enablers. In order to deliver on this commitment, we recognise that we need a workforce that is as passionate as we are about achieving these goals, for the benefit of our service users, workforce, local communities and the planet alike. For 2024/2025, we have launched our "Proud to be Green" engagement campaign which is aligned to the targets set out in our Green Plan. As a Trust, you can be assured that we will commit to supporting you in working towards our net zero ambitions, set out in our Green Plan, through our sustainability programme".
The Trust is committed to ensuring that a diverse workforce is representative and inclusive at all levels. We would very much welcome applications from all under-represented groups including women, people with disabilities, people from global majority backgrounds, and those from the lesbian, gay, bi and trans communities.
Job description
Job responsibilities
6. Monitor review dates for policies and other key documents and liaise with other team members to ensure that reviews and approvals are carried out by required deadlines
7. Prepare routine reports and correspondence using Microsoft Office suite, MiCad and other specialist systems
8. Communicate, prioritise and escalate routine Estates information verbally and electronically.
9. Obtain feedback about the effectiveness of Micad and raise issues and requests as part of continuous systems improvement.
10.Keep accurate electronic and where appropriate, paper records, ensuring that information is well organised, readily accessible and available when required.11.Provide routine administrative support to all team members.12.Take proactive part in Business Support and wider Estates team meetings.13.Undertake any other reasonable duties as requested.14. Support the departmental digitalisation programme.
Systems and Equipment
1. Use of information systems including Micad and Microsoft Office suite.2.Uses PC to access e mail, calendar/room bookings and databases.3.Contributes to the continuous improvement of systems.
Judgements1.Prioritises own workload according to multiple deadlines.2.Guided by standard operating procedures with supervision readily available3.Makes judgements consistently within the context of the CARE values and the Trusts commitment to be outstanding in all it does.
Communication1.Provides, receives and records information.2.Uses effective channels of communication to ensure information is disseminated in a timely and appropriate manner to team members are colleagues from other service areas.3.Communicates with other members of the Estates team.4.Adapts personal communication style appropriately to the needs of the audience.5.Works collaboratively and flexibly with other Administrators.
Challenges1.Assist with need to adapt and develop the service to meet changing organisational needs.2.Concentration and mental effort required often in the face of regular interruptions from arising issues.
Job description
Job responsibilities
6. Monitor review dates for policies and other key documents and liaise with other team members to ensure that reviews and approvals are carried out by required deadlines
7. Prepare routine reports and correspondence using Microsoft Office suite, MiCad and other specialist systems
8. Communicate, prioritise and escalate routine Estates information verbally and electronically.
9. Obtain feedback about the effectiveness of Micad and raise issues and requests as part of continuous systems improvement.
10.Keep accurate electronic and where appropriate, paper records, ensuring that information is well organised, readily accessible and available when required.11.Provide routine administrative support to all team members.12.Take proactive part in Business Support and wider Estates team meetings.13.Undertake any other reasonable duties as requested.14. Support the departmental digitalisation programme.
Systems and Equipment
1. Use of information systems including Micad and Microsoft Office suite.2.Uses PC to access e mail, calendar/room bookings and databases.3.Contributes to the continuous improvement of systems.
Judgements1.Prioritises own workload according to multiple deadlines.2.Guided by standard operating procedures with supervision readily available3.Makes judgements consistently within the context of the CARE values and the Trusts commitment to be outstanding in all it does.
Communication1.Provides, receives and records information.2.Uses effective channels of communication to ensure information is disseminated in a timely and appropriate manner to team members are colleagues from other service areas.3.Communicates with other members of the Estates team.4.Adapts personal communication style appropriately to the needs of the audience.5.Works collaboratively and flexibly with other Administrators.
Challenges1.Assist with need to adapt and develop the service to meet changing organisational needs.2.Concentration and mental effort required often in the face of regular interruptions from arising issues.
Person Specification
Role related
Essential
- Strong IT organisation and development skills
- Qualifications suitable for role
- Experience of Administration within a fast paced working environment
Desirable
- Administrative tasks as detailed within the Job description
- General experience and understanding of management systems
Person Specification
Role related
Essential
- Strong IT organisation and development skills
- Qualifications suitable for role
- Experience of Administration within a fast paced working environment
Desirable
- Administrative tasks as detailed within the Job description
- General experience and understanding of management systems
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).
