Divisional Administrator Assistant

3 weeks ago


Ashford, United Kingdom East Kent Hospitals University NHS Foundation Trust Full time

We have an exciting full time opportunity for a Band 3 Divisional Administration Assistant within the Critical Care department at the William Harvey Hospital in Ashford. We have recently moved to our brand new, 24 bed unit, with a wide range of patient specialities from Cardiac PPCi patients, Max Fax, Trauma and General surgical and Medical patient’s.

The post holder will be expected to plan and organise straightforward activities.

**Tasks include**:

- Arrange meetings and keep diaries for professional members of the team/Managers as appropriate to ensure effective time management and forward planning with mínimal disruption.
- Responsibility for implementing and maintaining both manual and electronic filing systems and databases as required ensuring all documents are accurately and appropriately archived.
- Undertake filing and photocopying as necessary ensuring all documents are accurately and appropriately archived.
- Prioritisation of daily tasks to achieve timescales set.
- Organisation of maintenance repairs or reporting of faults.
- Responsible for ordering stationary and other equipment whilst monitoring and maintaining stock levels
- Organising and minute taking from meetings for the Multidisciplinary teams.
- Frequently updating Trac for recruitment of the unit, ensuring vacancies are entered correctly to Trac, whilst following the recruitment process until the hire stage.
- Collection of data for research/ statistics as appropriate to aid decision-making by members of professional staff/Managers.
- Preparing essential paperwork for managers.

The organisation is currently launching its new improvement focus in the form of an improvement system called We Care. The We Care System is a fundamentally new model that the organisation will be shifting to, it champions empowerment, promotes innovation and will bolster the connection and collaboration of staff throughout the organisation.

The We Care System utilises a multi-layered approach to improvement allowing staff to develop and produce a variety of ideas to combat the issues and problems that have been identified. The system allows for the deployment of:

- Strategic Initiatives which are long term projects and focus led and driven by our executive
- Trust Priority Improvement Projects which are short term projects allocated to a range of project teams made up from our staff groups focusing on impacting our True North metrics and breakthrough objectives
- Ward Based OMS which delivers daily management and continuous improvement on the frontline

Please scroll down to access the full Job Description and Person Specification located in 'supporting documents'.



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