Senior Administrator

1 month ago

Truro, United Kingdom Royal Cornwall Hospitals NHS Trust Full time

This is an exciting opportunity for a highly motivated and organised individual to join the Knowledge Spa operations Team.

We are seeking a friendly and enthusiastic person who can offer excellent administration skills to help shape the future of the accommodation services provided by Royal Cornwall Hospital.

To be successful you will need to be a strong administrator, with a flexible and professional approach to work, who is able to prioritise tasks to ensure that all work is accurate and provided in a timely manner. The ability to be flexible to meet the needs of the business is essential.

Experience of customer care and working in an accommodation environment is important as you will be expected to support the day-to-day operations of the accommodation office.

A key element of the role will be to support employees to find their own suitable external accommodation to move to, following their stay in Trust-provided accommodation. Therefore, to be successful you will need to possess excellent communication and interpersonal skills and enjoy liaising with a wide range of people both internal and external to the organisation.

This is a full time, position working 37.5 hours per week 08:00-16:00, Monday to Friday. However, part-time working/job share would be considered.

To provide administrative support to the Operations Supervisor and Facilities Manager in the Knowledge Spa to ensure smooth running of the facility. To contribute towards the development of the department and to ensure the quality customer service is reflected in practice. The potholder will work in such a way to ensure that all Knowledge spa reception team members work effectively together ensuring that generic working principles are utilised to maximise efficiency and add value to the facilities service.

Sustainability is integral to the Trust achieving the NHS Net Zero target. All staff are therefore actively encouraged and supported to implement new ways of working within their field of expertise.

To provide effective leadership to the Admin Assistant and to be responsible for the administration and co-ordination of all seminar and meeting room bookings utilising the electronic room booking system, including processing request forms, issuing confirmations and cancellations and to participate in the timetabling of the activities of the stakeholders, and ensure spaces are prioritised as per booking policy.

To work unsupervised and on own initiative, with a flexible/adaptable approach, ensuring work is completed within agreed timescales, to a high standard, and ensuring a timely response to requests for information or support.

To effectively communicate with staff at all levels of the Trust, Stakeholders, and members of the public, demonstrating the Trust values.

To deal with routine enquiries from Knowledge spa visitors in a pleasant and helpful manner, using tact, and accurately communicating relevant information.

To be responsible for the preparation and issuing of all To advise the Finance department of any invoiced activity.

To take minutes of tenant-landlord meetings, HR Meetings, and grievances with a high level of confidentiality.

To place orders on web-based platforms and fulfil procurement needs.

To work as part of a flexible team under Facilities Manager to cover absences and share duties as required in order to ensure a high-quality service is maintained at all times.

To contribute to the Health and Safety management of the Knowledge Spa.

To follow RCHT policies to ensure the service supports the needs of the Knowledge Spa clients.

To support with timetabling of activities for the key stakeholders.

To contribute to the development of best practice within the department.

To assist the Operations Supervisor with the administration of the Knowledge Spa’s Card Access Control System to include monitoring the library out of hours procedures.

To maintain a tidy and hygienic environment to enhance client satisfaction and to assist the Operations Supervisor with the administration processes involved.

To participate in the Fire Evacuation procedure of the Knowledge Spa and to be a Fire Warden.

To carry out other appropriate delegated duties as required.

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