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Site Management Officer
4 months ago
We are looking for an enthusiastic and energetic individual with great administration skills to work for our Deputy Head of Estate Site Management here at University Hospitals Plymouth.
The post holder will work closely with the Deputy Head of Estate Site Management in delivering the corporate agenda of the department. They will provide an effective, comprehensive and confidential range of administrative / secretarial tasks to help ensure the smooth running of the role / department.
You will work as a member of the Site Services Directorate in a flexible and cooperative way providing support for other Managers at times of pressure and absence.
To support through a variety of tasks related to the organisation and communication.
Preference will be given to internal Trust staff, as well as ‘Priority’ and 'At Risk' status including NHS at Risk staff throughout Devon who is able to display recent relevant experience as dictated by the Person Specification.
The post holder will provide a communication link for the Deputy Head of Estate Site Management and other Managers, initiating the cascades of relevant information in any absence. This may involve persuasive, motivational and negotiating skills. Initiating the first response to urgent and important issues. Employ a consistently professional and confident approach, always reflecting the Trust values.
Work closely with other staff members within the Site Services Directorate providing cover for colleagues and and when required.
Organise diaries, daily prioritising meetings and ensuring meeting papers are circulated in plenty of time.
Assist with signage internally and externally for the Trust.
Respond to correspondence such as FOI requests, raise POs and assist in checking CAP4s raised.
Please see full job description for further information.
- Providing a communication link for the Deputy Head of Estate Site Management and other Managers, initiating the cascades of relevant information in any absence. This may involve persuasive, motivational and negotiating skills. Initiating the first response to urgent and important issues. Employ a consistently professional and confident approach, always reflecting the Trust values.
- Work closely with the Operations Manager and the Customer Services Team within the Site Services Directorate to ensure optimum efficiency and a timely flow of work, providing cover for colleagues as and when required.
- Effectively manage the Deputy Head of Estates Site Management’s diary prioritising meetings / appointments as directed where necessary, to ensure appropriate and optimum time management, allowing sufficient work / reflective time.
- Assist with requests for signage internally and externally for the Trust.
- Acting on direction from the Management Team, to draft responses to written correspondence, FOI requests, PALS complaints, and other requests.
- Raise PO’s/CAP4s ensuring the works are completed in a timely manner, keeping an accurate record of the PO raised, works requested and the completion date.
- Establish and maintain an effective, accurate and where appropriate confidential filing system ensuring files and specific information can be easily retrieved.
- Arranging meetings as required by the Site Services Senior Management Team ensuring the relevant information is available and that arrangements are in place for the room reservation, equipment, and refreshments, if appropriate.
- Arrange the preparation and distribution of agendas and papers for meetings, in accordance with Trust policies, procedures and timescales. Take and transcribe accurate minutes at specified formal meetings or committees, as required, in a timely fashion, ensuring that all follow-up action is taken. Assisting in the compilation and production of reports for the various Committees and meetings across the Trust.
- Respond to internal queries, correspondence and telephone calls coming into the office, as directed, in a timely and professional manner.
- Word processing of letters, reports, and presentations to a consistently high standard, both from dictation and manuscript.
- Undertaking tasks / projects, as required to support the Site Services Management Team, which may include obtaining and collating relevant information.
The post holder is expected to demonstrate flexibility in their working arrangement and resourcefulness in their approach to providing cover and support with the Customer Support Services Team within the Site Services Directorate
COMMUNICATIONS & WORKING RELATIONSHIPS
The post holder is expected to work and develop relationships both Trust wide and with external agencies, including, but not limited to:
- Members of the public
- Trust wide clinicians
- Senior Trust Management
- Corporate Administrators
- Key Stakeholders
- External auditors
- Suppliers
- Distributors
