Estates and Capital Projects - Business Admin Apprentice

Liverpool Heart and Chest Hospital

Information:

This job is now closed

Job summary

An exciting opportunity has arisen for a Business Administrator to come and work within the Estates and Capital Projects Team at Liverpool Heart and Chest Hospital.

Reporting to the Head of Capital Projects and Head of Estates, you will be responsible for administrative functions of both teams. You will provide secretarial support to the Head of Capital Projects and Head of Estates providing a range of administrative duties and supporting the effective co-ordination of key meetings, rotas, audits and diary management.

If you are an enthusiastic and self-motivated business administrator who enjoys a challenge, and are looking for a varied and fulfilling role, then we are looking for you to join us.

Main duties of the job

  • Exchange information with staff on a variety of departmental matters and procedures, and communicate complicated administrative information to staff from other departments, external contacts
  • Knowledge of secretarial or administrative procedures and systems, some of which are routine, and non-routine activities such as answering queries, progress chasing, task-related problem solving, acquired through experience and training to Vocational Level 3 or equivalent
  • Ability to exercise judgement when dealing with enquiries. Analyses information to resolve problems for staff eg on appointments, diary commitments
  • Dealing with telephone enquiries, external mail and e-mail correspondence in a timely and professional manner and exercising judgement in re-directing responses where appropriate including opening and arranging the mail for the Head of Capital Projects and Head of Estates
  • Organise meetings as required and ensure that the Estates and Capital Teams are kept informed of all matters requiring attention relating to projects ongoing at that time and actions arising from relevant meetings
  • Transcribing from notes and recordings when applicable (from MSTeams recordings)
  • Keep record of all project meetings and submit to the Estates and Capital Teams to cross check before submission in word (.doc) format

About us

The team work closely on all projects in the capital work plan. The current team structure has 2 project managers, 2 project officers, a project coordinator and this role compliments this team. All working in the same office the team offer a professional and friendly service aligned with the Trust Values. Continuous professional development is a key part of the team and we work closely with operational estates colleagues to ensure a seamless approach at project handover

Date posted

25 November 2021

Pay scheme

Other

Salary

Depending on experience £18,121

Contract

Fixed term

Duration

18 months

Working pattern

Full-time

Reference number

C9410-21-0186

Job locations

Liverpool Heart and Chest Hospital

Thomas Drive

Liverpool

Merseyside

L14 3PE


Job description

Job responsibilities

The post-holder will provide secretarial support to the Head of Capital Projects and Head of Estates providing a range of administrative duties and supporting the effective co-ordination of key meetings, rotas, audits and diary management.

The post holder while employed at LHCH will complete an Apprenticeship to Level 3 (NVQ) in Business Administration. The post holder will provide evidence of attendance and academic results through the centre of education and attend regular meetings with the centre of education and the Capital Project Coordinator.

Principle Responsibilities

Provide support to the day-to-day organisational responsibilities of the

Estates and Capital Teams, to include:

Exchange information with staff on a variety of departmental matters and procedures, and communicate complicated administrative information to staff from other departments, external contacts

Knowledge of secretarial or administrative procedures and systems, some of which are routine, and non-routine activities such as answering queries, progress chasing, task-related problem solving, acquired through experience and training to Vocational Level 3 or equivalent

Ability to exercise judgement when dealing with enquiries. Analyses information to resolve problems for staff eg on appointments, diary commitments

Dealing with telephone enquiries, external mail and e-mail correspondence in a timely and professional manner and exercising judgement in re-directing responses where appropriate including opening and arranging the mail for the Head of Capital Projects and Head of Estates

Organise meetings as required and ensure that the Estates and Capital Teams are kept informed of all matters requiring attention relating to projects ongoing at that time and actions arising from relevant meetings

Transcribing from notes and recordings when applicable (from MSTeams recordings)

Maintain the roster system by adding annual leave and the on call rota keeping up to date with any changes for the Capital Projects Team.

Keep record of all project meetings and submit to the Estates and Capital Teams to cross check before submission in word (.doc) format

Note taking and keeping action logs for relevant meetings and committees. manages own workload

Support with organisation of meetings and including timely distribution of agenda and meeting papers in accordance with Executive office policies and procedure

Light physical effort/Keyboard work for long periods; moving equipment. Concentration for administrative and secretarial duties, work pattern predictable/Interruptions from projects staff, external contractors

Assist with raising and receipting of invoices (oracle system) and assist where required in pursuing any outstanding credit invoices according to the Trusts Standing Financial Instructions and department procedures

Assist with booking travel arrangements, conference bookings

Assist with diary management arranging meetings and coordinating attendance as necessary

Filing, photocopying and scanning

Follow existing policies and procedures; may comment on proposals/implements policies and procedures in own area, proposes changes to policies and procedures in own area

Responsible for office equipment; ordering and maintaining office supplies and stationery

Office or similar conditions/Dusty conditions in storage areas, VDU use

Job description

Job responsibilities

The post-holder will provide secretarial support to the Head of Capital Projects and Head of Estates providing a range of administrative duties and supporting the effective co-ordination of key meetings, rotas, audits and diary management.

The post holder while employed at LHCH will complete an Apprenticeship to Level 3 (NVQ) in Business Administration. The post holder will provide evidence of attendance and academic results through the centre of education and attend regular meetings with the centre of education and the Capital Project Coordinator.

Principle Responsibilities

Provide support to the day-to-day organisational responsibilities of the

Estates and Capital Teams, to include:

Exchange information with staff on a variety of departmental matters and procedures, and communicate complicated administrative information to staff from other departments, external contacts

Knowledge of secretarial or administrative procedures and systems, some of which are routine, and non-routine activities such as answering queries, progress chasing, task-related problem solving, acquired through experience and training to Vocational Level 3 or equivalent

Ability to exercise judgement when dealing with enquiries. Analyses information to resolve problems for staff eg on appointments, diary commitments

Dealing with telephone enquiries, external mail and e-mail correspondence in a timely and professional manner and exercising judgement in re-directing responses where appropriate including opening and arranging the mail for the Head of Capital Projects and Head of Estates

Organise meetings as required and ensure that the Estates and Capital Teams are kept informed of all matters requiring attention relating to projects ongoing at that time and actions arising from relevant meetings

Transcribing from notes and recordings when applicable (from MSTeams recordings)

Maintain the roster system by adding annual leave and the on call rota keeping up to date with any changes for the Capital Projects Team.

Keep record of all project meetings and submit to the Estates and Capital Teams to cross check before submission in word (.doc) format

Note taking and keeping action logs for relevant meetings and committees. manages own workload

Support with organisation of meetings and including timely distribution of agenda and meeting papers in accordance with Executive office policies and procedure

Light physical effort/Keyboard work for long periods; moving equipment. Concentration for administrative and secretarial duties, work pattern predictable/Interruptions from projects staff, external contractors

Assist with raising and receipting of invoices (oracle system) and assist where required in pursuing any outstanding credit invoices according to the Trusts Standing Financial Instructions and department procedures

Assist with booking travel arrangements, conference bookings

Assist with diary management arranging meetings and coordinating attendance as necessary

Filing, photocopying and scanning

Follow existing policies and procedures; may comment on proposals/implements policies and procedures in own area, proposes changes to policies and procedures in own area

Responsible for office equipment; ordering and maintaining office supplies and stationery

Office or similar conditions/Dusty conditions in storage areas, VDU use

Person Specification

Qualifications

Essential

  • Secondary school qualifications including GCSE grade C or above
  • RSA/NVQ or equivalent
  • College Diploma

Experience

Essential

  • Experience of working in a health care setting
  • Experience of working in a estates/ construction setting
  • Experience of working as part of a team
  • Note/minute taking

Desirable

  • Previous experience with the Oracle System

Skills and Abilities

Essential

  • Communicates clearly in a written and spoken word with all members of the Team.
  • Be an effective team worker
  • Good organisational skills
  • Ability to work with minimal supervision
  • Able to present factual information and refer questions to more senior members of staff where appropriate
  • Ability to understand the importance of confidentiality
  • Ability to prioritise and manage own workload
  • Ability to understand the importance of maintaining a clean and safe environment
  • Good IT skills including knowledge of excel and Microsoft word
  • Able to perform a wide range of duties
Person Specification

Qualifications

Essential

  • Secondary school qualifications including GCSE grade C or above
  • RSA/NVQ or equivalent
  • College Diploma

Experience

Essential

  • Experience of working in a health care setting
  • Experience of working in a estates/ construction setting
  • Experience of working as part of a team
  • Note/minute taking

Desirable

  • Previous experience with the Oracle System

Skills and Abilities

Essential

  • Communicates clearly in a written and spoken word with all members of the Team.
  • Be an effective team worker
  • Good organisational skills
  • Ability to work with minimal supervision
  • Able to present factual information and refer questions to more senior members of staff where appropriate
  • Ability to understand the importance of confidentiality
  • Ability to prioritise and manage own workload
  • Ability to understand the importance of maintaining a clean and safe environment
  • Good IT skills including knowledge of excel and Microsoft word
  • Able to perform a wide range of duties

Employer details

Employer name

Liverpool Heart and Chest Hospital

Address

Liverpool Heart and Chest Hospital

Thomas Drive

Liverpool

Merseyside

L14 3PE


Employer's website

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

Employer details

Employer name

Liverpool Heart and Chest Hospital

Address

Liverpool Heart and Chest Hospital

Thomas Drive

Liverpool

Merseyside

L14 3PE


Employer's website

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

For questions about the job, contact:

Head of Capital Projects

Dave MacMillan

dave.macmillan@lhch.nhs.uk

01516001203

Date posted

25 November 2021

Pay scheme

Other

Salary

Depending on experience £18,121

Contract

Fixed term

Duration

18 months

Working pattern

Full-time

Reference number

C9410-21-0186

Job locations

Liverpool Heart and Chest Hospital

Thomas Drive

Liverpool

Merseyside

L14 3PE


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