Job summary
The post is for an Apprentice Admin Officer - Compliance, Information & Communications, who will be required to undertake a funded Level 3 Business Administration qualification over 18 months. (college location to be decided)
The post holder will be required to work for and closely with the Company Secretary at CHS Limited.
Calderdale & Huddersfield Solutions Ltd (CHS) was formed on 1 September 2018 as a wholly owned subsidiary of Calderdale & Huddersfield NHS Foundation Trust. The company provides Estates, Facilities and Procurement Services.
The post holder will have key working relationships at all levels within the company, CHFT colleagues and externally agencies.
The post holder will require good skills in I.T & social media, communicating at all levels, working to deadlines, analytical skills and ability for attention to detail and concentration for prolonged periods of time.
£18,193 per annum, pro rata upon successful completion of the apprenticeship, rising to £25,990 per annum
Informal queries to Jayne Taylor, Company Secretary 01484 355848
Main duties of the job
Compliance - Manage issues relating to compliance, to ensure the company's systems are in place, up-to-date and in accordance with all relevant legislative and regulatory requirements.
Communications - To be responsible for the promotion of business communications, maintaining the company internet site, internal intranet site and promotion of communications via linked-In, X (formally twitter) etc and producing developing a monthly team newsletter.
Administration - Support the Managing Director and Senior management team for any admin tasks, including diary management, covering minute taking.
Information - Supporting when required with gathering information and producing reports, which will be used to support the productivity and performance measures for the company and help inform the company in its decision making to develop services.
Governance - Supporting when required with governance and compliance issues for the company, to ensure that the company's affairs are undertaken with the highest standards of probity and in accordance with all relevant legislative and regulatory requirements.
About us
At CHS we understand the differences in delivering our services in complex environments and we have a flexible approach to meet the needs of our customers. Our Estates and Facilities management functions alongside our Medical Engineering, decontamination and procurement service, provides the following:
- Fully managed estate and building maintenance
- Medical engineering/equipment maintenance/ decontamination
- Procurement advice, guidance and governance
- Capital project management
- Transport
- Grounds maintenance.
- Portering
- Catering
- Cleaning (including robot and deep cleaning)
All provided to nationally recognised standards giving you assurance that your premises and equipment will be the best they can, and your customers will have confidence in you as a provider.
Job description
Job responsibilities
Company Compliance & Information
Information gathering and auditing for the compilation of the Department of Health Premises Assurance Model (PAM) compliance model.
Support with the collation of the Estates Return Informaiton Collection (ERIC) annual return when required.
Be responsible for the completion of the company annual customer care survey.
Responsibility for maintaining an up-to-date record of company / trust strategies and policies ensuring they are in date, written correctly and available via the company and Trust website, which includes liaising with departmental managers to ensure compliance on a regular basis.
Responsibility for co-ordinating responses for Freedom of Information (FOI) requests on behalf of the company to set deadlines, ensuring the Managing Director has sight of these returns.
Responsibility for ensuring the company risk register is accurate and well managed on a monthly basis and producing a monthly report for the company and CHFT.
Responsibility for managing the company compliance register ensuring it is accurate and up-to-date. This involves ensuring that all regulatory inspections, audits and visits are recorded appropriately and the register is kept up-to-date. This includes providing regular reports to patient quality and safety committee.
Responsibility for co-ordinating companys complaints, compliments and concerns and provide a monthly report for the patient safety and quality committee.
Responsibility for managing the patient survey results. This includes providing monthly reports to the patient safety and quality committee.
Responsibility for ensuring all company business continuity plans are in date and an accurate register is maintained. This will also need to be entered onto the company intranet page and shared with CHFT.
Company Communication
Responsibility for regular communication and engagement with a diverse group of colleagues across the company using various media technology ensuring a high level of accuracy and engaging content. This includes but not limited to a monthly TEAM newsletter, management of suggestion scheme, promotional posters.
Responsible for the Company (CHS) Social Media pages and regularly updating them with important updates and good news stories, job vacancies etc whilst engaging with the external communications that these pages receive.
- Responsible for ensuring the CHS Intranet and website pages are managed and up-to-date.
- Responsible for compiling weekly screensaver suites for Webteam to deploy.
- Responsible for monitoring and responding to any 'CHS Contact Us' emails.
- Responsible for organising monthly Spotlight Awards by collating nominations, circulating nominations for selection and creating and circulating monthly Spotlight Award certificates, to include updating MD Update
Company Administration
Electronic diary management planning using time management skills, including arranging and acceptance of meetings as requested by the Managing Director.
Establishing and maintaining systems to assist the Managing Director in their day-to-day work. To include, chasing up responses to queries, forward planning and co-ordination of agendas and meetings.
Responding to emails and telephone messages that require actions that can be completed on MD behalf.
Arrange meetings and / or sessions for the company for example: briefings, meet & greet meetings, senior management meetings, or meetings on behalf of other services within the company, by means of TEAMS and / or face to face, ensuring venues are booked and have appropriate equipment and facilities.
To carry out general office duties such as data-entry, maintaining and updating files, stationary ordering, photocopying, laminating and scanning.
Supporting the co-ordination and arranging of company christmas gifts / NHS Estates & Facilities Day.
- Arranging access for new starters, leavers and movers to the company network drives.
- Ensure company information such as structure charts, departmental information and contact lists are up to date, accurate and relevant.
Wider Responsibilities
To deputise as minute taker if requested, to ensure that all company meetings are recorded, including CHS Board.
To provide cover as deputy when Company Secretary is unavailable. This may include attendance at meetings, ensuring you are fully resourced and aware of the information needed to present. Cover for any duties and workloads required.
Provide mutual support to the whole CHS team during times of annual leave, workload pressure and sickness as directed by the Company Secretary.
To be the responsible member of the team when Company Secretary is not available and be in a position to fix any issues that arise.
This job description is an outline of the main duties of the post. The post holder will be required to undertake other duties commensurate with the band as directed, either at initial place of work or at any establishment that CHS determines suitable and as directed by the Company Secretary or Managing Director . The content of this post will be reviewed in consultation with the post holder when necessary and in line with service developments.
Job description
Job responsibilities
Company Compliance & Information
Information gathering and auditing for the compilation of the Department of Health Premises Assurance Model (PAM) compliance model.
Support with the collation of the Estates Return Informaiton Collection (ERIC) annual return when required.
Be responsible for the completion of the company annual customer care survey.
Responsibility for maintaining an up-to-date record of company / trust strategies and policies ensuring they are in date, written correctly and available via the company and Trust website, which includes liaising with departmental managers to ensure compliance on a regular basis.
Responsibility for co-ordinating responses for Freedom of Information (FOI) requests on behalf of the company to set deadlines, ensuring the Managing Director has sight of these returns.
Responsibility for ensuring the company risk register is accurate and well managed on a monthly basis and producing a monthly report for the company and CHFT.
Responsibility for managing the company compliance register ensuring it is accurate and up-to-date. This involves ensuring that all regulatory inspections, audits and visits are recorded appropriately and the register is kept up-to-date. This includes providing regular reports to patient quality and safety committee.
Responsibility for co-ordinating companys complaints, compliments and concerns and provide a monthly report for the patient safety and quality committee.
Responsibility for managing the patient survey results. This includes providing monthly reports to the patient safety and quality committee.
Responsibility for ensuring all company business continuity plans are in date and an accurate register is maintained. This will also need to be entered onto the company intranet page and shared with CHFT.
Company Communication
Responsibility for regular communication and engagement with a diverse group of colleagues across the company using various media technology ensuring a high level of accuracy and engaging content. This includes but not limited to a monthly TEAM newsletter, management of suggestion scheme, promotional posters.
Responsible for the Company (CHS) Social Media pages and regularly updating them with important updates and good news stories, job vacancies etc whilst engaging with the external communications that these pages receive.
- Responsible for ensuring the CHS Intranet and website pages are managed and up-to-date.
- Responsible for compiling weekly screensaver suites for Webteam to deploy.
- Responsible for monitoring and responding to any 'CHS Contact Us' emails.
- Responsible for organising monthly Spotlight Awards by collating nominations, circulating nominations for selection and creating and circulating monthly Spotlight Award certificates, to include updating MD Update
Company Administration
Electronic diary management planning using time management skills, including arranging and acceptance of meetings as requested by the Managing Director.
Establishing and maintaining systems to assist the Managing Director in their day-to-day work. To include, chasing up responses to queries, forward planning and co-ordination of agendas and meetings.
Responding to emails and telephone messages that require actions that can be completed on MD behalf.
Arrange meetings and / or sessions for the company for example: briefings, meet & greet meetings, senior management meetings, or meetings on behalf of other services within the company, by means of TEAMS and / or face to face, ensuring venues are booked and have appropriate equipment and facilities.
To carry out general office duties such as data-entry, maintaining and updating files, stationary ordering, photocopying, laminating and scanning.
Supporting the co-ordination and arranging of company christmas gifts / NHS Estates & Facilities Day.
- Arranging access for new starters, leavers and movers to the company network drives.
- Ensure company information such as structure charts, departmental information and contact lists are up to date, accurate and relevant.
Wider Responsibilities
To deputise as minute taker if requested, to ensure that all company meetings are recorded, including CHS Board.
To provide cover as deputy when Company Secretary is unavailable. This may include attendance at meetings, ensuring you are fully resourced and aware of the information needed to present. Cover for any duties and workloads required.
Provide mutual support to the whole CHS team during times of annual leave, workload pressure and sickness as directed by the Company Secretary.
To be the responsible member of the team when Company Secretary is not available and be in a position to fix any issues that arise.
This job description is an outline of the main duties of the post. The post holder will be required to undertake other duties commensurate with the band as directed, either at initial place of work or at any establishment that CHS determines suitable and as directed by the Company Secretary or Managing Director . The content of this post will be reviewed in consultation with the post holder when necessary and in line with service developments.
Person Specification
....
Essential
- Good computer skills, fluent with microsoft package, TEAMS, social media etc (E)
- Excellent interpersonal and relationship building skills. (E)
- Good organisational skills, ability to prioritise and organise own workloads under pressure to demanding deadlines, often co-ordinating work from other members of the team (E)
- Excellent ability to communicate effectively in writing and face to face (E)
- Demonstrate self-motivation (E)
- Ability to learn new skills (E)
- Must be able to pay attention to detail, ability to concentrate for prolonged period of time and ensure work carried out is accurate using a methodological approach and analytic skills (E)
- Creative and foreward thinking skills to improve and take forward the company ideas and promotions, displaying a strong movitation and commitment to sucess (E)
- Experience of communicating effectively with a wide range of people. (E)
- Experience of computer packages, microsoft, databases etc to high level (E)
- Experience of using social media platforms and promotion of company material (E)
- Must meet minimum requirements of training provider for access to apprenticeship programme of: ?5 GCSE's at level 9-4 (A* - C) or equivalent including Math's and English (E)
- Interest in working in the sector ( E)
- Must NOT have qualifications at level 4 or higher in an admin or customer service related subject (E)
- Able to fulfill the health requirements of the post as identified in the Job Description, taking into account any reasonable adjustments recommended by Occupational Health. (E)
- Must be eligible to work in the UK. (E)
- If required the ability to work in different locations throughout the network of services provided by the Company/Calderdale and Huddersfield NHS Foundation Trust. (E)
Desirable
- Knowledge of risk and compliance requirements including governance frameworks such as HTMs, CQC and DoH requirements (D)
- Ability to produce detailed reports to a high standard and present to Senior Management Teams, Committees when requested (D)
- Ability to work undirected and using own judgment (D)
- Ability to deal with a wide range of people across all levels of the Trust and external to the organisation. (D)
- Ability to minute meetings and produce accurate records (D)
- Knowledge of corporate governance legislation (D)
- Experience of working within a large team, creating good team relationship to ensure engagement and therefore work is co-ordinated and completed (D)
- Experience of organising meetings and minute taking (D)
- Experience of creating effective administrative systems and monitoring / improving them as required (D)
- Experience of working within a office/admin environment (D)
- Previous experience of working in a large NHS or other large organisation. (D)
- Evidence of continuing professional development (D)
Person Specification
....
Essential
- Good computer skills, fluent with microsoft package, TEAMS, social media etc (E)
- Excellent interpersonal and relationship building skills. (E)
- Good organisational skills, ability to prioritise and organise own workloads under pressure to demanding deadlines, often co-ordinating work from other members of the team (E)
- Excellent ability to communicate effectively in writing and face to face (E)
- Demonstrate self-motivation (E)
- Ability to learn new skills (E)
- Must be able to pay attention to detail, ability to concentrate for prolonged period of time and ensure work carried out is accurate using a methodological approach and analytic skills (E)
- Creative and foreward thinking skills to improve and take forward the company ideas and promotions, displaying a strong movitation and commitment to sucess (E)
- Experience of communicating effectively with a wide range of people. (E)
- Experience of computer packages, microsoft, databases etc to high level (E)
- Experience of using social media platforms and promotion of company material (E)
- Must meet minimum requirements of training provider for access to apprenticeship programme of: ?5 GCSE's at level 9-4 (A* - C) or equivalent including Math's and English (E)
- Interest in working in the sector ( E)
- Must NOT have qualifications at level 4 or higher in an admin or customer service related subject (E)
- Able to fulfill the health requirements of the post as identified in the Job Description, taking into account any reasonable adjustments recommended by Occupational Health. (E)
- Must be eligible to work in the UK. (E)
- If required the ability to work in different locations throughout the network of services provided by the Company/Calderdale and Huddersfield NHS Foundation Trust. (E)
Desirable
- Knowledge of risk and compliance requirements including governance frameworks such as HTMs, CQC and DoH requirements (D)
- Ability to produce detailed reports to a high standard and present to Senior Management Teams, Committees when requested (D)
- Ability to work undirected and using own judgment (D)
- Ability to deal with a wide range of people across all levels of the Trust and external to the organisation. (D)
- Ability to minute meetings and produce accurate records (D)
- Knowledge of corporate governance legislation (D)
- Experience of working within a large team, creating good team relationship to ensure engagement and therefore work is co-ordinated and completed (D)
- Experience of organising meetings and minute taking (D)
- Experience of creating effective administrative systems and monitoring / improving them as required (D)
- Experience of working within a office/admin environment (D)
- Previous experience of working in a large NHS or other large organisation. (D)
- Evidence of continuing professional development (D)
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.