HR Projects Administrator
5 months ago
1. To carry out and prioritise a variety of administrative and clerical duties and undertake other project administrative tasks (prioritising and generate own workload), which will include: Using a range of software programmes and audiotyping to produce, maintain and distribute documents, including reports, spreadsheets, databases and presentations, which may include regularly dealing with matters of a complex and/or distressing nature. Understanding of a range of work procedures and practices, some of which are non-routine, which require a base level of theoretical knowledge. This is normally acquired through formal training or equivalent experience.
Identify and report areas within working processes and procedures that could improve service delivery. Project management to ensure that statutory and NHS reporting timeframes are adhered to. 2. To maintain schedules and diaries, organise and projects meetings and groups, which may involve travel to and from other venues.
This will include resolving appointment conflicts, ensuring notes are ready for meetings, issuing meeting invitations, formulating agendas, distributing papers, making room bookings, arranging meeting room layout, equipment, hospitality, greeting visitors and taking formal minutes or notes of meetings. 3. Work is managed, rather than supervised and results/outcomes are assessed at agreed intervals. 4.
To undertake telephonist duties, receiving and processing telephone calls, including enquiries to HR, which may be urgent, liaising with the HR Team to correctly process referrals. 5. To communicate with staff and stakeholders at an appropriate level providing clear information and guidance and dealing with fears and lack of understanding, exercising tact and judgement in dealing with and resolving routine enquiries, taking accurate messages and ensuring these are passed to the relevant person in a timely manner. 6.
To be responsible for the efficient use of office equipment and supplies, monitoring and maintaining stock levels, requisitioning/authorising and receipting goods and services on the NHS procurement system and carrying out research into goods and services as directed. 7. Inputting onto various databases and systems, e.g. ESR, Health Roster, Powergate, MS Access and designated spreadsheets, within the required timescales and deadlines.
8. To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times. 9. In conjunction with colleagues, to be responsible for ensuring that petty cash, monies or valuables are accurately recorded and banked promptly and that a regular audit is carried out to ensure compliance with procedures and financial standing orders.
10. To implement policies for own work area and propose changes, as necessary and demonstrating required duties to new starters. To monitor and report sickness absence and annual leave. 11.
To receive high value items including (but not exclusively), IT equipment, in accordance with Trust Protocol Guidelines, ensuring secure storage and distribution to the relevant disciplines. 12. Provide cover in other departments, during periods of team absences. 13.
It is the post holders responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.
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