Office Management Specialist

4 weeks ago

Chertsey, Surrey, United Kingdom SECamb Full time

Job Overview

We are seeking a skilled office administrator to provide essential support to the Chertsey Operating Unit (OU), OU Manager, and the OU Management Team.

  • Employment Type: Permanent
  • Part Time: 23 hours per week
  • Location: Chertsey
  • Salary: Band 4, NHS Agenda for Change, £26,530 - £29,114 per annum
  • Note: The trust may close this vacancy early if a sufficient number of applications are received.
  • Current SECAmb employees applying for this position will transition to the terms and conditions associated with the role if successful. Unsocial hours payments will be processed under the Section 2 agreement of the Agenda for Change.

Key Responsibilities

The successful candidate will be responsible for delivering comprehensive administrative support to the OU Management Team, which includes:

  • Compiling reports from various data sources.
  • Providing general clerical assistance, including note-taking and report writing.
  • Accompanying managers to meetings to offer support, necessitating a courteous and professional demeanor.

Flexibility and excellent time management skills are essential. The ideal candidate will possess a solid understanding of Microsoft Word and Excel and will be adept at learning new data systems quickly.

Additionally, you will assist operational staff with pay inquiries, timesheet entries, and uniform orders, directing them to other departments or managers as necessary.

We are looking for an organized individual with a keen attention to detail.

About Our Organization

  • New NHS employees are eligible to join the NHS Pension Scheme.
  • Annual holiday allowance, increasing after five years of service.
  • Opportunities for personal and professional development and training.
  • Childcare voucher scheme available.
  • Salary sacrifice schemes for vehicles or bicycles.
  • Access to occupational health and counseling services.
  • Award-winning wellbeing hub.
  • Backup buddy application.
  • Access to NHS discounts, providing a range of money-saving offers.

Job Duties

  • Provide general clerical, word processing, and data input support as required.
  • Coordinate documentation relevant to all Operating Unit staff, liaising with HR, payroll, and the lead trainer.
  • Support operational colleagues, Operations Managers, and Operations Team Leaders.
  • Organize weekly and monthly meetings for the team, manage messages, and respond to inquiries.
  • Operate ESR and input all staff training records.
  • Compile monthly timesheets, mileage, and expense claims, assisting with electronic submissions.
  • Perform routine clerical tasks such as filing, photocopying, record keeping, and handling telephone communications.
  • Coordinate with the Operational Team Leader and Operations Managers, updating GRS and managing short-notice changes.

For a complete list of responsibilities, please refer to the Job Description.

Person Specification

Qualifications

Essential

  • NVQ Level 4 in administration or a related field, or demonstrable equivalent experience.

Knowledge

Essential

  • Significant secretarial and administrative experience, working effectively as part of a team and using initiative with minimal supervision.
  • Advanced keyboard skills, numerate, and capable of preparing and presenting statistical data.
  • Proficient in Microsoft Word, Excel, Outlook, and PowerPoint.

Desirable

  • Experience within the NHS, including familiarity with GRS, ESR, and Excel spreadsheets.

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