Facilities Administrative Assistant

2 weeks ago


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

The post-holder will be responsible for supporting the provision of an effective and efficient administrative support service to Domestic Services Management Team based at the Royal Hallamshire Hospital, whilst also forming part of the wider Administrative Team providing a service to the department as a whole.

They will also ensure the provision of a responsive and comprehensive support services to the Senior Management team, organising and prioritising workload on a daily basis to ensure all deadlines are met and all direct enquiries (including telephone enquiries) are acted upon appropriately.

The administration service will be the first point of contact for dealing with such things as complaints, queries and Freedom of Information requests and systems for prompt responses will be developed to support this.

The role will also provide support for the development and delivery of service improvement throughout the department working closely with the Domestic Services management team and their teams.

To ensure adherence with the Trusts PROUD values.

You will be working for an organisation which values and respects all of its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff. This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives.

Whilst this post is based at the Royal Hallamshire Hospital, Domestic Services provides a service to all the main sites for Sheffield Teaching Hospitals including some community locations.

The department is key in providing a clean, safe and welcoming environment for our patients.

Please view the attached Job Description and Person Specification documents for full details regarding this post.

Undertake administrative functions for the department such as data input, filing, photocopying, room bookings.

To prepare documents relating to contractual changes, terminations and any disciplinary processes working to tight deadlines and compiling correspondence for signature on own initiative. This may include personally initiating replies and drafting responses.

Proficient in the use of Electronic Staff Register (ESR) ensuring records are updated as directed in a timely and accurate manner.

Support the domestic services department by undertaking the production of documents using the Trusts digital dictation system.

Use Trust systems to provide reports and update records as appropriate i.e PALMS, ESR, Health Roster, DATIX.

To provide assistance with the recruitment processes, including bulk recruitment days, working in partnership with the Recruitment Team on behalf of the management team.

Use Integra Web Basket to facilitate the purchase of goods and services as required.

To prioritise and manage own workload.

Make recommendations for improvements and changes, as appropriate, to the Administrative.

Assist with reviewing and implementing departmental policies and procedures to develop the service and achieve both local and national guidelines and targets.

Respond calmly and positively in times of conflict or uncertainty, seeking appropriate assistance to achieve resolution.



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