Administration Assistant

1 month ago


Harlow, United Kingdom The Princess Alexandra Hospital NHS Trust Full time

**The role of the Administrator for Emergency Planning**: To provide an accurate and efficient admin service to the Emergency Planning Team.

You will be working in a small team at Princess Alexandra Hospital and occasionally at Kao Park. The role is very interesting and there is support from the previous administrator to help you with the systems and processes in place.

**Responsibilities**:

- Provide a support admin service, using Microsoft and excel packages
- Prepare relevant agendas for meetings and conference calls
- Allocate, update and maintain weekly on-call rota
- Maintain the Head of Emergency Planning diary
- To take direction from the Head of Emergency Planning and the Emergency Planning Team for any duties that may be required.
- Organise, plan and prioritise workloads efficiently and effectively.
- Collect and distribute post as required.
- Filing of datasheet and correspondence.
- To respond promptly and politely to telephone calls and if an immediate response is required that the appropriate person is informed
- Supply data and information as and when requested by management
- Assist with movement of training materials around the trust to training rooms
- Ability to work within a team and unsupervised in day to day tasks and duties.
- Report any faulty equipment to appropriate agency
- To act as a loggist as required during incidents
- To book rooms as and when required for the Head of Emergency Planning to deliver training
- Arrange servicing of Hazmat suits

Communication
- Answer telephone enquiries, receive and pass on relevant information to the Emergency Planning Team.
- Provide a professional and efficient contact point for Emergency Planning Team both in person and on the telephone.
- Receive and co-ordinate telephone messages from wards/other departments, allied professionals and Multi agency partners and if an immediate response is required that the appropriate person is informed.
- Provide printed copies of records, and regularly update contact telephone details and bleep numbers.
- Supply data and information as and when requested by management
- Assist with facilitating the smooth running of the department.
- Monitor relevant mail boxes and action or file appropriately



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