Operations Administrator

3 months ago

Blackpool, United Kingdom Blackpool Teaching Hospitals NHS Foundation Trust Full time

The role of the Operations Administrator is to provide high quality comprehensive professional administrative support to the Atlas operational divisions and the Senior Management Team (SLT).

The post holder will be based in the Atlas head office and will be responsible for welcoming visitors, logging them in and out of the building and ensuring that they are treated in a professional and courteous manner.

The frequently fast changing, dynamic acute working environment within Atlas, requires the post holder to demonstrate the ability to respond and adapt flexibly to the needs of the service and be comfortable dealing with a wide range of stakeholders.
- Prepare a calendar of the Operational Management Group meetings, the Client Function meetings any other divisional related meetings or task and finish group meetings as required; and ensure that invites are issued to the relevant required attendees, together with all related meeting documents in accordance with the associated Terms of Reference where applicable, or at least 7 days prior to the meeting date for other meetings.
- Organise venues for meetings as necessary, together with any required resources, such as flip charts and projectors etc.
- Prepare a schedule to detail and monitor all controlled documentation, including policies, procedures, Standard Operating Procedures (SOPs) and quality records across both the facilities and estates divisions and ensure that all documents are maintained and kept up to date.
- Participate in staff development, appraisal and training opportunities as appropriate, including planning, seeking and maintaining personal continuous professional development.
- Develop, implement and manage departmental filing systems, both electronic and paper based, to provide the safe storage of documents and information and to ensure that systems are kept up-to
- date and maintained in accordance with the relevant data protection and information governance

As experts in healthcare facilities and property management, we deliver fully-managed healthcare facilities services and property management solutions to clients throughout Blackpool, Fylde, Wyre and North Lancashire.

Our teams ensure our clients properties and amenities provide the best environment for their customers, patients, staff and visitors.

As a wholly owned subsidiary of Blackpool Teaching Hospitals NHS Foundation Trust, we support the Trusts frontline clinical services and assist with the delivery of patient care, through our service provision.

Our profits are used to help grow our business, whilst providing additional employment, training and development opportunities for local people.

**Visit**: bfwml.co.uk for further information

**The post holder will**:

- Prepare agendas and attend and minute the Operational Management Group meetings and any other divisional related meetings or task and finish group meetings as required and ensure that the related action plans are prepared and updated with reported progress against each action.
- Be required to attend and be an observer at the monthly Client Function Meetings and whilst the client is responsible for taking the minutes and recording the associated actions, the post holder will be responsible for the liaising with Atlas Senior Leadership Team to ensure that outstanding actions are completed in readiness for the next meeting.
- Co-ordinate the collation of all appropriate papers and reports for meetings, ensuring that the papers are submitted by the appropriate staff and received in a timely manner, in line with the meeting’s Terms of Reference.
- Help to ensure the smooth running of the Company’s overall admin function by demonstrating an integrated team based approach by providing cover, when required, for other admin team staff, due to sickness or leave and by attending and minuting, meetings for other divisions.
- Assist the ‘Help Desk’ team as an additional system administrator for the Atlas CAFM system, QFM, allocating staff access rights, ensuring system updates are completed in a timely manner and performing general minor system housekeeping duties, such as re-setting passwords.
- Monitor the locality risk and complaints register on the Datix Risk Management system, ensuring that managers are aware of action deadlines and following up where necessary to ensure completion within agreed timescales.
- Be based in the Atlas main reception area and be responsible for welcoming visitors and logging them in and out and ensuring they are treated with respect until they meet their intended member of Atlas.
- Answer telephones, taking and forwarding messages and ensuring that all telephone callers receive a prompt, courteous, informed response and that all enquiries are redirected to relevant Atlas
- Receive, allocate and dispatch both internal and external departmental and divisional mail and ensure that any outgoing mail is handled in accordance with the relevant operational procedure.
- Photocopy, scan, c

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