Eprr and Icc Administrator

6 months ago

Northampton, United Kingdom Northampton General Hospital NHS Trust Full time

The post holder will provide a high standard of comprehensive administrative support to the Head of Resilience & Business Continuity, the Trust Single Point of Contact (SPOC) and Trust Incident Coordination Centre (ICC), ensuring day-to-day administrative duties are undertaken in a timely manner. These roles can be, at times, very busy and pressurised as priorities can change very quickly. The post holder should be adept, confident and flexible to meet the ever-changing demands of the Resilience function. They need to be able to use initiative and to plan their own workload in a way that supports the Head of Resilience & Business Continuity and the Trust incident response. Therefore, it is essential that a close working relationship exists between the post holder and the Executive Management Team Executive Assistants to ensure a continuous service is provided at all times.

Act as first point of contact for all communications and deal with all such communications appropriately, including exchange of sensitive information.

Initiate action where possible and report progress as appropriate. Employ judgement to ensure that messages and actions are prioritised and brought to the attention of the respondents as appropriate with any relevant supporting information.

Link with the Trust’s tactical control team and NHS England’s Regional Operations Centre.

Work with Informatics and Infection, Prevention and Control colleagues to obtain data and collate information for Trust wide briefings, situation reports and information requests.

To provide comprehensive administrative support to the Head of Resilience & Business Continuity to enable them to carry out their duties effectively and efficiently.

Plan for situations, which are known; and to be able to re-prioritise work to accommodate unexpected situations and interruptions.

Prioritising meetings/appointments, as necessary, ensuring the Head of Resilience & Business Continuity has sufficient work/reflective time.

Northampton General Hospital is one of the largest employers in the area and we are on an exciting journey. All of our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered into a Group Model with neighbouring Kettering General Hospital NHS Foundation Trust and become University Hospitals of Northamptonshire.

Our Excellence Values

Compassion

Accountability

Respect

Integrity

Courage

We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone’s full potential. As an organisation, we value how we communicate and promote our vacancies to all communities.

We are a Defence positive trust, supporting our reservists, veterans, spouses and partners.

We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative.

We have active Networks that promote and support colleagues from all backgrounds. This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.

Organise conferences/events, including liaising with speakers, sourcing venues, inviting participants and guests and devising and sending details of confirmation of booking and joining instructions etc.

Fully competent in the use of computers, together with all Microsoft packages with particular emphasis on Microsoft Office: Word, Excel, PowerPoint, Teams and Outlook.

Provide support with writing and reviewing incident plans and reports, as required.

Co-ordinate the rolling programme of performance and development reviews and 1:1 meetings; scheduling meetings and ensuring the Head of Resilience & Business Continuity have relevant information

Responsible for the maintenance and regular stock of consumable available in the Incident Coordination Centre making sure that this is ordered in a timely manner.

Training of admin staff and managers as loggist.

Act as Loggist for internal incidents up to Tactical level (training will be provided). This is a key aspect to the role and the post holders must be confident to ask questions to ensure accuracy of these legal records.

Take and transcribe accurate minutes of formal and informal meetings in a timely fashion, ensuring that all follow-up action is taken. Assimilate, manage and communicate a wide range of information, some of which will be sensitive and complex and may involve matters relating to individual staff or patient matters or to matters of commercial confidence.

Able to carry out basic surveys or audits.

Make rapid and accurate assessments of urgent/sensitive situations that can be addressed by appropriate colleagues within the Trust in order to meet deadlines, provide solutions and avoid disruptions.

Work independently on all aspects of the role, managing own workload and exercising maximum autonomy, initiative and control whilst recogn

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