Facilities Administrative Assistant

3 months ago

East Grinstead, United Kingdom Queen Victoria Hospital NHS Foundation Trust Full time

To provide Administrative support to the Head of Facilities and other members of the Facilities team.
- To lead in the provision of a comprehensive, professional and effective administrative service in line with the current NHS standards and directives to meet the diverse needs of the team.
- To manage and monitor the Facilities team rostering and annual leave requests via the organisations E-Rostering system.
- To manage and monitor Facilities team personnel records and advise to the Head of Facilities any discrepancies, managing the rectifications via the E-Rostering Team or under direction of Head of Facilities.
- To liaise with internal and external stakeholders regarding Facilities operational matters.
- To monitor and undertake requisition ordering and receipting for the Facilities team.
- To manage the booking of the meeting rooms as required.
- To update and set-up systems for effective and efficient administration purposes.
- To actively propose, promote and encourage advancements in the Facilities operation based on knowledge, experience and skill set.
- To assist and support the Head of Facilities with light secretarial duties.
- To efficiently plan and minute formal Facilities meetings as directed.
- To take ownership of the Facilities contracts register ensuring the information is up to date and accurate.
- To monitor departmental E-learning training competencies and escalate any expired and/or expiring competencies to Facilities team members as required.

Rated GOOD overall with outstanding care by the CQC. A specialist NHS hospital providing life-changing reconstructive surgery, burns care and rehabilitation services across the South of England and beyond.

A centre of excellence, with an international reputation for pioneering advanced techniques and treatments. Everything we do is informed by our passion for providing the highest quality care and the best clinical outcomes.

At QVH we are proud of our achievements and our specialist services continue to record excellent clinical outcomes for patients. We regularly receive excellent results from patient satisfaction surveys and on average 98% of inpatients say they would recommend the hospital to their family or friends.

Our success is underpinned by the skills and enthusiasm of our staff and a strong culture of partnership. We are fully committed to training and development of the workforce with support for continuing education and learning.

Operational Management
- To be highly skilled and experienced in the full range of secretarial work practices & software programs.
- To produce spreadsheets and KPIs using appropriate programs to create a variety of documents. Co-ordinate reports, gathering and formatting information from diverse sources according to agreed deadlines.
- Process correspondence including letters, memorandums, agendas, minutes, audits, reports, and presentation material incorporating spreadsheets and graphs.
- To be responsible for the accurate storage and retrieval of information according to the General Data Protection Regulations and Freedom of Information Act 2000 and archiving data as required.
- Raise purchase requisitions and receipt invoiced goods on Finance and Procurement Systems in accordance with policies and procedures.
- Organise diaries, appointments, large and small meetings, workshops and functions. Coordinate dates, book venues, equipment, provide attendee lists, send out agendas and deal with any associated queries.
- Arrange and attend meetings, taking, transcribing and disseminating minutes in a timely manner.
- Publish and update accurate information on the Trust Intranet site as and when required.
- Order and maintain stationery supplies and services as requested in accordance with policies and procedures.
- Undertake other reasonable duties, responsibilities or projects as requested by the Associate Director of Estates and Facilities and deputising managers such as the Head of Operational Estates, Project Manager(s) and/or the Head of Facilities.
- To use knowledge, and experience to meet the needs of the services by completing tasks. Carry out duties without supervision, prioritising own workload and adhering to deadlines using own initiative.
- Maintain the Facilities team annual and special leave and sickness absence and to input accurate data in to the organisations E-Rostering system to meet the Trust deadlines. Maintain the team appraisal, statutory and mandatory training records and identify compliance needs and inform where action must be taken, scheduling training updates as and when required in line with the Trust policies.
- Update utility provider online databases with monthly meter readings.
- Assist the Estates operational team with any IT or NHS Mail difficulties experienced.

Quality
- Monitor and maintain core communications databases and contact & contract lists.
- Support the performance review and recruitment processes for the Facilities team.

Risk Management
- Utilise externa

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