Senior Divisional and Project/contract
7 months ago
Senior Divisional and Project/Contract Administrator - Band 5
**Cross-site**: Chelsea and West Middlesex
We are looking for an enthusiastic and experienced Administrator to support the Divisional Triumvirate and other elements across the Planned Care Division.
The successful applicant will provide administrative support to the Divisional Director of Operations, the Divisional Director of Nursing and the Divisional Medical Director. We are looking for a proactive individual who can manage an interesting and varied workload.
You will have strong communication skills, both written and verbal, and will work collaboratively with key stakeholders within the division. You will have excellent IT skills including a good knowledge of the Outlook and Office systems. You will have good experience of working within a team and will demonstrate the Trust values.
PLEASE NOTE VACANCY WILL CLOSE ONCE SUFFICIENT NUMBER OF APPLICATIONS HAVE BEEN RECEIVED
The post holder will be required to provide senior administrative support within the Planned Care Divisional Management Team in an efficient, effective and high quality manner. The post functions as the Personal Assistant to the senior Divisional Management Team. They will act as a conduit between Directors and senior management and to ensure effect communication is in place at all times. The post holder will also provide administrative support on projects and contract administration within the Planned Care Division
Chelsea and Westminster Hospital NHS Foundation Trust provide services from two main hospitals, Chelsea and Westminster Hospital and West Middlesex University Hospital, and a number of clinics across London and the South-East.
We have nearly 7,000 members of staff that are PROUD to Care for nearly one million people. Both hospitals provide full clinical services, including full maternity, emergency and children’s, in addition to a range of community-based services across London, such as award-winning sexual health and HIV clinics.
We’re one of the safest and best performing Trusts in the country. We’re also one of the top trusts to work for - our staff say they’re engaged, motivated, and would recommend us as a place to work and receive treatment.
Our Trust has been rated by the Care Quality Commission as ‘Good’ in all five of the main domains of safe, effective, caring, responsive and well-led, giving an us overall rating of ‘Good’. We’ve also been awarded an ‘Outstanding’ rating for ‘use of resources’ by an NHS Improvement inspection..
Our facilities are some of the best in the country. We have been investing around £10 million a year in our estate. We have recently completed a £30m expansion of our adult and neonatal critical care facilities at Chelsea and Westminster and are planning an ambitious £60m development of an Ambulatory Diagnostics Centre at West Middlesex.
- To provide administrative support as required, including the production of routine correspondence, typing, data input and maintenance of a confidential, effective and efficient filing and retrieval system.
- To manage the team’s diaries, looking after meeting bookings and transport arrangement as required, using Outlook to maintain dairies and meeting management.
- To supervise and support any temporary or bank administrative staff working within the team.
- To be proactive in managing a varied workload including efficient time management, prioritisation and achievement of daily, weekly and monthly tasks.
- Respond to all queries into the office in a timely and professional manner, initiating actions and follow-ups and reporting progress as appropriate, using judgement to ensure that messages and actions are prioritised and brought to the attention of the management team.
- To act as an interface between the team and their key contacts both internal and external, answering calls, taking messages, arranging meetings. These contacts will include, but are not limited to: other members of the team, the nursing team, divisional management, site management, the patient affairs and quality teams and any of other staff. External contacts may also include other trusts, NHS England, NWL ICS, private healthcare providers, the Care Quality Commission, and numerous other organisations and individuals.
- Ensure that all stock and stationery supplies are maintained and that any goods ordered are of the best value without going over agreed spend.
- Assist with project work for the Managers within the Division e.g. events.
- Recognise and respond appropriately to urgent and emergency situations.
- Collate and present documentation and reports received in a professional format as necessary.
- Responsible for initiating and follow up actions arising from various meetings.
- Effective liaison with multi-disciplinary staff/patients/carers/outside agencies ensuring accurate information is communicated as and when required and that complex and sensitive information is communica
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