Team Administrator

4 months ago


Dorchester, United Kingdom Dorset County Hospital NHS Foundation Trust Full time

As Assistant to the Strategic Estates team delivering the New Hospital at Dorchester you will be helping the busy, close-knit team to function more efficiently together by organising us and supporting meetings where critical decisions are taken to get the New Hospital built and ensure that the improved outcomes Dorset County Hospital wants for its patients are delivered.

Do you like a challenge? Do you thrive under pressure? Are you used to working to tight deadlines and using your initiative?

Dorset County Hospital Foundation Trust has had government approval to proceed with a Full Business Case for a new building for a Critical Care Unit and Emergency department, with a helipad on the roof. The Strategic Estates team has therefore an exciting opportunity for an experienced, self-motivated, flexible and enthusiastic Assistant to join us to deliver this New Hospital.

The Strategic Estates Team is a busy, fast-paced environment where you will come into contact with staff throughout the Trust, external organisations, members of the public and patients.

You will need to demonstrate excellent and effective communication skills, fostering good working relationships along with providing high quality personal assistant support.

Your responsibilities will include managing diaries, planning and organising meetings, taking minutes, drafting agendas and action logs. A full list of job responsibilities can be found in the job description.

You must be able to act on your own initiative and be able to prioritise your workload and work both independently and as part of the team.

Strategic Estates was set up to deliver the Dorset County Hospital Masterplan, which covers a suite of projects across the Estate. Our focus over the next few years is the New Hospital and we work very closely with colleagues across the Trust to ensure that it will be a success.

We also work closely with national NHS partners who are responsible for checking that the designs are achievable and in line with the Government's New Hospital Programme.

Our team has an interesting mix of expertise including clinical, construction, stakeholder engagement and project management. It's a really supportive team as we have to work closely together and help each other when we encounter obstacles to deliver this large project successfully.

The Team contains a project manager, three senior project managers, a project support officer, an HR Business Partner and a Finance Business Partner.

Responsible for managing diaries for the leadership team in an organised, co-ordinated and prioritised manner, re-arranging where necessary to take account of more urgent meetings as they arise

Plan and organise a range of meetings liaising with staff across the Trust and wider system partners

Develop & maintain an effective 'bring-forward' system, and ensure that the leadership team are furnished with any relevant paperwork in advance of meetings/appointments

Prepare or draft meeting agendas and supporting paperwork, as appropriate, ensuring that this information is circulated to the relevant individuals in good time

Attend meetings and take minutes/notes as required, initiating action on identified issues as appropriate. Ensure that these are produced in line with the agreed format and distributed as necessary.

Draft letters and other documents for approval/amendment by other members of the team. Audio or copy type and/or prepare a range of other documents, some of which maybe confidential or sensitive (eg reports, business cases, procedures, spreadsheets or presentations)

Develop and maintain an accurate and current filing system

Administrative support to the Strategic Estates team

Manage leave and sickness for the team

Carry out procurement on behalf of team members.


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