Administration / Personal Assistant

6 months ago


Crewe, United Kingdom Mid Cheshire Hospitals NHS Foundation Trust Full time

To provide administrative and secretarial support to the PA for the Estates & Facilities Division in carrying out its respective duties and providing general administrative assistance as required by the Estates & Facilities Manager’s.

To carry out all admin and secretarial duties required by the Division, including typing, dictation, filing, making appointments, photocopying, laminating, binding, issuing and recording of keys, and any other duties as appropriate.

To produce formal agendas and take minutes of high-level meetings as and when required

Diary management for Divisional Director of Estates & Facilities and the Senior Team, including arranging meetings and refreshments as required, ensuring information required for meetings is readily available and taking minutes where necessary.

Answering of incoming calls both internal and external in accordance with Trust quality standards. Dealing with queries and enquiries, ensuring prompt feedback to the appropriate person with all relevant information.

Using Divisional IT systems, including inputting and reviewing data in line with Trust Policies and Procedures and IT Policy.

**To receive visitors**: contractors, public and staff, issuing ID cards through the electronic visitor system and in accordance with Trust quality standards.

Mid Cheshire Hospitals NHS Foundation Trust provides a full range of hospital and community services for people across East Cheshire (population 399K) and West Cheshire and Chester (population 357K). The Trust provides high quality planned and emergency care, cardiac, critical care, child health, maternity services and intermediate care at Leighton Hospital in Crewe, Victoria Infirmary in Northwich, and Elmhurst Intermediate Care Centre in Winsford.

The Trust provides over 500 beds and employs over 5,100 members of staff. A comprehensive range of community services is provided across 26 medical centres and schools through our Central Cheshire Integrated Care Partnership.

We have played, and continue to play, a proactive role in the development of Integrated Care plans across Cheshire & Merseyside and our local Cheshire East and Cheshire West Place-based systems. We believe, and it is the cornerstone of our five-year Trust Strategy, there is the opportunity to progress innovative, responsive and effective care in the best setting for the patient, be it in the hospital or out in the community.

At Mid Cheshire, our mission is to inspire hope and provide unparalleled care for the people and communities of Cheshire, helping them to enjoy life to the fullest.
1. To carry out all admin and secretarial duties required by the Division, including typing, dictation, filing, making appointments, photocopying, laminating, binding, issuing and recording of keys, and any other duties as appropriate.

1. To produce formal agendas and take minutes of high-level meetings as and when required

1. Diary management for Divisional Director of Estates & Facilities and the Senior Team, including arranging meetings and refreshments as required, ensuring information required for meetings is readily available and taking minutes where necessary.

1. Answering of incoming calls both internal and external in accordance with Trust quality standards. Dealing with queries and enquiries, ensuring prompt feedback to the appropriate person with all relevant information.

1. Using Divisional IT systems, including inputting and reviewing data in line with

Trust Policies and Procedures and IT Policy.

**1. To receive visitors**: contractors, public and staff, issuing ID cards through the electronic visitor system and in accordance with Trust quality standards.

1. Preparation of all documentation and literature appertaining to Minor Works, as defined in the Estates & Facilities Division’s procedures including all relevant correspondence.

1. To assist with the preparation and production of documentation associated with any Maintenance Contracts/Agreements undertaken by the Division.

1. Maintaining satisfactory stock levels of the Divisional stationery, monitoring and reviewing usage, ordering, receiving, sorting, and arranging distribution on arrival, raising queries as to minimum stock levels in line with demand, when appropriate.

1. To assist in co-ordinating, producing and updating of the Clerical Procedures Manual when required.

1. The post-holder will also be required at certain times to undertake duties normally undertaken by the other administrative staff within the Division, to provide cover for periods of Sickness and Annual Leave.


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