Business Administrator
2 weeks ago
We are a new small governance team in the Estates and Facilities Directorate based at Kao park.
Supporting the Estates and Facilities teams with implementing, maintaining and continuously improve all administrative processes in line with the premises assurance model, training, compliance and governance.
To provide a comprehensive and confidential administrative and support service to the estates and facilities governance team.
Using knowledge and understanding of software programmes to produce word processing documents, creating and developing spreadsheets/ databases and provide a wide range of dedicated administrative support to the estates and facilities governance team.
Provide basic administrative support and cover to the other administrative and clerical team within the estates and facilities department including answering phones, taking messages, maintaining records, scanning documents, raising purchase orders and receipting invoices on Trusts financial system, minute taking, diary management and arranging meetings.
Brief managers on diary commitments. Ensuring appropriate papers are prepared and presented for each days meeting. To attend meetings as required and record/produce minutes as appropriate.
This is an exciting time for PAHT. Over the next five years we are on a digital transformation journey, leading us to our brand new hospital. You’ll be being part of the team leading and supporting our organisation in a diverse and challenging role; a role which can make a significant difference to our patients and staff.
Our people demonstrate energy and commitment towards improving the care and experiences provided to our patients and the drive to be an ‘outstanding’ organisation.
It’s never been a better time to join us.
Maintain a library of project and programme files and outputs including strict version control and utilising protocols for change control of documentation
Support the process for reporting, collecting and maintaining data with regard to the programme and project portfolio, including development and maintenance of the chosen project and programme management system, using own initiative and judgement to identify areas for improvement
Ensure the forward plan of key meetings is developed and maintained regularly and communicated to all senior staff
Support development, and updating of key policies and systems, governance frameworks of the trust
Act as the first point of contact for the estates and facilities issues that require coordination and escalation ensuring matters are dealt with efficiently and effectively.
Ensure that all Freedom of Information requests are responded to within appropriate time scales on behalf of the senior management team
Assist Management Team with preparation of Governing body and committee papers within specified deadlines using trust templates as required
- Manage and maintenance of central electronic filing system and library
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