Job summary
An opportunity has arisen for an experienced Administrator to support the Estates & Facilities Admin Team.
Main duties of the job
This role is attached to a generic Job Description, the duties below provide more accurate context and detail to the role.
Human Resources
Administer Healthroster including
Maintain personnel files (paper and electronic)
Record overtime, complete and submit SVLs
Record and maintain annual leave records
Record and manage sickness
Conduct Stage 1 and Stage 2 sickness review meetings
Conduct appraisals where line management/Supervision responsibility applies
Financial Administration
Produce monthly and ad-hoc reports via the works management system including recharges for Finance and updating spreadsheets
Maintain cost control spreadsheets
Oversee ordering/invoicing and ensuring correct coding and recording on cost controls
Maintain data - ensuring relevant information is recorded and electronically available to support financial reporting
Link to finance to ensure payment and follow up queries
System Administration
Monitor Works management helpdesk process and team
Manage and update data on Works management system
Administer reports from works management system
Manage and update web reporting tool
Manage Skyvisitor and key issue systems
Operating Procedures
Implement, develop and monitor standard operating procedures (relevant to administration role and department)
This list is not exhaustive, but includes the essentials of the role.
About us
Liverpool University Hospitals NHS Foundation Trust was created on 1 October 2019 following the merger of two adult acute Trusts, Aintree University Hospital NHS Foundation Trust and the Royal Liverpool and Broadgreen University Hospitals NHS Trust.
The merger provides an opportunity to reconfigure services in a way that provides the best healthcare services to the city and improves the quality of care and health outcomes that patients experience.
The Trust runs Aintree University Hospital, Broadgreen Hospital, Liverpool University Dental Hospital and the Royal Liverpool University Hospital.
It serves a core population of around 630,000 people across Merseyside as well as providing a range of highly specialist services to a catchment area of more than two million people in the North West region and beyond.
To hear more about our achievements click here https://www.liverpoolft.nhs.uk/media/13089/1606-annual-report-booklet_final.pdf
Follow us on Social Media:
Facebook - Liverpool University Hospitals Careers
Instagram - @LUHFTcareers
Twitter - @LUHFTcareers
Job description
Job responsibilities
1- To act as a central hub for receiving, processing and distributing programme and project information and documents, maintaining a database as required.2- Set up and maintain a configuration library to identify, record and track all documentation associated with a programme or project, maintaining version control. Undertake word processing.3- To support the production and tracking of project plans and associated reports in-line with internal project governance standards (PRINCE2).4- Maintain and provide a quality control function for programme management.5- Be involved in the development of standards to support the successful delivery of programmes and projects.6- Be responsible for coordinating the preparation of agendas and papers for meetings as well as the production of minutes.7- Book venues and arrange meetings, seminars, training, travel and accommodation for team staff, as well as providing support with the preparation and running of events and workshops.8- Make and receive calls, acting as the first point of contact on behalf of programme/project or other supported functions staff. The post holder must be able to field calls and provide information where appropriate.9- Manage team members diaries10- Monitor and sort incoming/outgoing correspondence for action (both electronic and written) and reply through verbal/written communication and email when required. Where the intended recipient is absent, reallocate correspondence appropriately.11- Participate in the production of written procedures and protocols for within Programme and project management support and administration and inform staff of such procedures and protocols.12- To provide a quality assurance role in respect of documentation and programme and project standards used.13- Support the project teams and staff with the management of risks, issues and benefits. In particular develop and maintain up to date associated registers, ensuring that the owners are aware of when escalation is required.14- To liaise with external agencies and suppliers, as required on behalf of the project office and project staff. This will include the processing and sharing of information relating to particular projects.15- To provide cover where necessary for other Project Office staff.
Job description
Job responsibilities
1- To act as a central hub for receiving, processing and distributing programme and project information and documents, maintaining a database as required.2- Set up and maintain a configuration library to identify, record and track all documentation associated with a programme or project, maintaining version control. Undertake word processing.3- To support the production and tracking of project plans and associated reports in-line with internal project governance standards (PRINCE2).4- Maintain and provide a quality control function for programme management.5- Be involved in the development of standards to support the successful delivery of programmes and projects.6- Be responsible for coordinating the preparation of agendas and papers for meetings as well as the production of minutes.7- Book venues and arrange meetings, seminars, training, travel and accommodation for team staff, as well as providing support with the preparation and running of events and workshops.8- Make and receive calls, acting as the first point of contact on behalf of programme/project or other supported functions staff. The post holder must be able to field calls and provide information where appropriate.9- Manage team members diaries10- Monitor and sort incoming/outgoing correspondence for action (both electronic and written) and reply through verbal/written communication and email when required. Where the intended recipient is absent, reallocate correspondence appropriately.11- Participate in the production of written procedures and protocols for within Programme and project management support and administration and inform staff of such procedures and protocols.12- To provide a quality assurance role in respect of documentation and programme and project standards used.13- Support the project teams and staff with the management of risks, issues and benefits. In particular develop and maintain up to date associated registers, ensuring that the owners are aware of when escalation is required.14- To liaise with external agencies and suppliers, as required on behalf of the project office and project staff. This will include the processing and sharing of information relating to particular projects.15- To provide cover where necessary for other Project Office staff.
Person Specification
Qualifications
Essential
- ECDL/ RSAII/OCR Advanced Text Processing (Modules: Text Production/Word Processing) or knowledge of Word Processing or equivalent
- HND or equivalent
Experience
Essential
- Ability to demonstrate experience and success in supporting projects
- Experience of administration procedures
- Experience of receiving, collating and updating numerous documents and logs.
- Experience of working in a programme/project environment
- Ability to comment on proposals for change in own work area
Skills
Essential
- Excellent interpersonal skill
- Ability to use different styles of communication at all levels
- Ability to deliver training
- Ability to appropriately communicate changes to project information
- Able to manage own time and work unsupervised
Person Specification
Qualifications
Essential
- ECDL/ RSAII/OCR Advanced Text Processing (Modules: Text Production/Word Processing) or knowledge of Word Processing or equivalent
- HND or equivalent
Experience
Essential
- Ability to demonstrate experience and success in supporting projects
- Experience of administration procedures
- Experience of receiving, collating and updating numerous documents and logs.
- Experience of working in a programme/project environment
- Ability to comment on proposals for change in own work area
Skills
Essential
- Excellent interpersonal skill
- Ability to use different styles of communication at all levels
- Ability to deliver training
- Ability to appropriately communicate changes to project information
- Able to manage own time and work unsupervised
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).
