Band 4 - Group Executive Office Co-ordinator

2 months ago

London, United Kingdom Royal Free London NHS Foundation Trust Full time

The post-holder will be responsible for the provision of an efficient and effective administrative and office support service in the group headquarters, including providing support to the executive support managers, welcoming visitors and ensuring office services run smoothly.

1.Main duties and responsibilities

1.1 Provide administrative support or the group executive office including word processing, photocopying, diary management etc.

1.2 Provide additional support to other staff in the group executive office including taking informal and formal notes at meetings, organising appropriate office equipment including those required for teleconferencing.

1.3 Deal with visitors in a professional and courteous manner.

1.4 Provide refreshments for visitors and meetings.

1.5 Deal effectively and professionally with all enquiries, using initiative and discretion as appropriate.

1.6 Liaise with the executive support managers to develop and maintain effective internal office systems to facilitate the smooth running of the group office facilities.

1.7 Manage the booking and use of hotdesking space, offices and meeting rooms.

1.8 Deal with and prioritise incoming internal and external telephone calls in a professional and polite manner. Record and action messages in a timely fashion.

1.9 The post-holder may be required to arrange large meetings, which will require negotiation, tact, and diplomacy. This may include booking rooms, arranging travel, caterers and audio visual equipment as required.

The post holder will be joining the group HQ to support the friendly group executive support manager team with administrative tasks.

GENERAL RESPONSIBILITIES

Infection Control

Infection control is everyone’s responsibility. All staff, both clinical and non-clinical, are required to adhere to the Trust’s Infection Prevention and Control policies and procedures and the Health Act (2006) Code of Practice for the prevention and control healthcare associated infections and make every effort to maintain high standards of infection control at all times thereby reducing the risk of Healthcare Associated infections.
It is the duty of every member of staff to take personal responsibility for the prevention and control of infection, as laid down in the Trust’s policies and procedures which reflect the statutory requirements of the Hygiene Code.
- To work in close collaboration with the Infection Control Team.
- To ensure that monitoring of clinical practice is undertaken at the agreed frequency.
- To ensure that the ward environments are cleaned and maintained to the highest standards; ensuring that shortfalls are rectified or escalate as necessary.
- To ensure that all relevant monitoring data and issues are provided to the Directorate’s Governance structures.
- To ensure that all staff are released to attend infection control-related educational sessions and staff with specialist roles, e.g. link practitioners, are released to undertake their duties.

Health and Safety at Work

**The post holder is required to**:

- Take reasonable care for the health and safety of himself/herself and other persons who may be affected by their actions or omissions at work.
- Co-operate with the employer in ensuring that all statutory and other requirements are complied with.

Confidentiality & Data Protection
- The post holder has a responsibility to comply with the Data Protection Act 1998 and maintain confidentiality of staff, patients and Trust business.
- If you are required to process information, you should do so in a fair and lawful way, ensuring accuracy is maintained. You should hold information only for the specific registered purpose and not use or disclose it in any way incompatible with such a purpose.
- You should disclose information only to authorised persons or organisations as instructed. Breaches of confidentiality in relation to information will result in disciplinary action, which may include dismissal. Employees are expected to comply with all Trust policies and procedures and to work in accordance of the Data Protection Act 1998. For those posts where there is management or supervision of other staff it is the responsibility of that employee to ensure that their staff receive appropriate training (e.g. HISS induction, organising refresher sessions for staff when necessary.)

Conflict of Interest
- The Trust is responsible for ensuring that the services for patients in its care meet the highest standards. Equally, it is responsible for ensuring that staff do not abuse their official position, to gain or benefit themselves, their family or friends.

Equality and Diversity
- The Trust values equality and diversity in employment and in the services we provide. It is committed to promoting equality and diversity in employment and will keep under review our policies and procedures to ensure that the job related needs of all staff working in the Trust are recognised.
- The Trust aims to ensure that all job applicants

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