Job summary
An exciting opportunity has arisen for a dynamic and talented individual to join Stockport NHS Foundation Trust as part of the Estates and Facilities Division.
You are required to provide an efficient, confidential and comprehensive support service to the Associate Director of Estates & Facilities. An important part of the role is to monitor the governance of meetings and performance through the E & F Workplan and Scorecard.
You will support the day-to-day administration of Estates & Facilities initiatives/projects which requires a high level of organisation and planning skills. Maintaining timely and accurate documentation, including the production of papers, reports and action logs. The Business Support Officer will be expected to plan and prioritise work to ensure the smooth running of different initiatives/projects through engaging key stakeholders.
This is a highly professional role which requires an eye for detail and a methodical approach to tasks, excellent IT, communication and organisational skills as well as the ability to prioritise your workload. In addition, a positive and proactive attitude to delivering a high standard of service is essential.
If you are seeking a new challenge, in a role where we will support your development and professional growth, this could be the position for you.
Main duties of the job
To provide an efficient, confidential and comprehensive administrative support service to the Associate Director of Estates & Facilities. To manage and maintain office systems in relation to quality and performance which contribute to the efficiency of the Division.
To support the day-to-day administration of Estates & Facilities initiatives/projects which requires a high level of organisation and planning skills. Maintaining timely and accurate documentation, including the production of papers, reports and action logs. The Business Support Officer will be expected to plan and prioritise work to ensure the smooth running of different initiatives/projects through engaging key stakeholders.
About us
We hold a unique position in the Stockport community as the provider of healthcare and we are one of its largest employers.
We believe that the best organisations are those that reflect the communities they serve. We are therefore seeking to improve the diversity of our workforce to make it truly representative of our local population.
We actively encourage applications irrespective of race, age, disability, sex, gender reassignment, gender identity or expression, sexual orientation, religion or belief, marriage & civil partnership, or pregnancy or maternity. Recognising those communities that are underrepresented within our workforce, we would particularly welcome applications from you.
If you require support with your application please contact a member of the recruitment team, who can discuss alternative application methods.
We recognise that flexible working is important. We take requests for flexible working seriously, consider any request we receive and try to work with you, so we can explore if your request may fit with the needs of the service.
Benefits we offer to you:
o Between 27-33 days of annual leave plus bank holidays
o NHS pension scheme membership
o Salary sacrifice schemes for lease cars, home electronics and more, to make your salary go further
o NHS Staff discounts
o Cycle to work scheme
oSalary finance - for loans, savings, budget planning and tips on managing debt
o Stockport Credit Union- for local financial advice
Job description
Job responsibilities
- To provide an efficient and confidential administrative support to the Estates & Facilities Associate Director.
- Management of the Associate Director of Estates & Facilities electronic diary ensuring all appointments/meetings are properly organised and arranged.
- Responsible for taking and transcribing notes at meetings as required by the Associate Director of Estates & Facilities.
- Manage ensure all relevant files and documents are in readiness prior to meetings or as circumstance dictates.
- Collation of information and preparation of reports for the E & F Senior Management Team as required.
- Arrange training courses and travel arrangements for the E & F Senior Management Team as required.
- To manage the workflow of the general office, ensuring that team members understand their duties and allotted tasks in line with Trust/Departmental policies, protocols and guidance, monitoring productivity, giving constructive feedback and training/coaching as necessary in order to achieve given objectives in relation to Health Roster, Governance of Meetings including the E & F Workplan and Scorecard.
- Monitoring of Energy & Utility consumption, verifying invoices are correct for payment. Inputting and analysis of complex data in relation to meter readings onto Energy & Utility spreadsheets and forwarding reports to Management Accounts.
- Responsibility for maintaining office systems which contribute to the efficiency of the Division, ensuring that guidance notes are produced for all tasks.
The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment and promote safeguarding by implementing the Trusts policies and procedures, acting promptly on concerns, communicating effectively and sharing information appropriately.
Job description
Job responsibilities
- To provide an efficient and confidential administrative support to the Estates & Facilities Associate Director.
- Management of the Associate Director of Estates & Facilities electronic diary ensuring all appointments/meetings are properly organised and arranged.
- Responsible for taking and transcribing notes at meetings as required by the Associate Director of Estates & Facilities.
- Manage ensure all relevant files and documents are in readiness prior to meetings or as circumstance dictates.
- Collation of information and preparation of reports for the E & F Senior Management Team as required.
- Arrange training courses and travel arrangements for the E & F Senior Management Team as required.
- To manage the workflow of the general office, ensuring that team members understand their duties and allotted tasks in line with Trust/Departmental policies, protocols and guidance, monitoring productivity, giving constructive feedback and training/coaching as necessary in order to achieve given objectives in relation to Health Roster, Governance of Meetings including the E & F Workplan and Scorecard.
- Monitoring of Energy & Utility consumption, verifying invoices are correct for payment. Inputting and analysis of complex data in relation to meter readings onto Energy & Utility spreadsheets and forwarding reports to Management Accounts.
- Responsibility for maintaining office systems which contribute to the efficiency of the Division, ensuring that guidance notes are produced for all tasks.
The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment and promote safeguarding by implementing the Trusts policies and procedures, acting promptly on concerns, communicating effectively and sharing information appropriately.
Person Specification
Education & Qualifications
Essential
- oGCSE English & Maths (or equivalent/ functional skills)
- oQualified to NVQ level 3 or equivalent experience
- oCertificate in Management or Extensive Administrative experience.
Knowledge
Essential
- Intermediate/Advanced knowledge of Microsoft Office including Word, Excel and PowerPoint
Desirable
- oSupervisory/Management knowledge
Experience
Essential
- Extensive experience of working in an administrative environment.
- Experience of taking notes at meetings.
Desirable
- Budget Monitoring Experience
- Experience of working with accounts e.g. Purchase Orders, invoices, delivery notes
Skills & Abilities
Essential
- Excellent Communication Skills (written & Verbal)
- Numerical Skills
- Accurate and pays attention to detail.
Person Specification
Education & Qualifications
Essential
- oGCSE English & Maths (or equivalent/ functional skills)
- oQualified to NVQ level 3 or equivalent experience
- oCertificate in Management or Extensive Administrative experience.
Knowledge
Essential
- Intermediate/Advanced knowledge of Microsoft Office including Word, Excel and PowerPoint
Desirable
- oSupervisory/Management knowledge
Experience
Essential
- Extensive experience of working in an administrative environment.
- Experience of taking notes at meetings.
Desirable
- Budget Monitoring Experience
- Experience of working with accounts e.g. Purchase Orders, invoices, delivery notes
Skills & Abilities
Essential
- Excellent Communication Skills (written & Verbal)
- Numerical Skills
- Accurate and pays attention to detail.
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).
