Estate Business Support Officer with Minute Taking

**Estate Business Support Officer with minute taking**

**Location**: Shrewsbury, Shropshire

**Job Type**: Temporary

**Duration of booking**: Expected to last up to 6 months

**Proposed start date**: ASAP

**Sector**: Healthcare

**Band**: 3

**Pay Rates**:£10.69 to £11.80 paye inclusive of holiday pay depending on skill and experience

**Working Days and Hours**:Monday to Friday, 37.5 hours likely to be 9am to 5pm

**Job Purpose**

Works using own initiative to provide administrative support to the Estates (including Medical Engineering Services) operational, waste, projects, compliance and IT systems teams, which includes typing/word processing and the distribution and filing/collatingof documents, together with acting as the first point of contact for enquiries from 'end-users’ of the Estates services.

Takes and transcribes formal minutes for Trust and Estates Committees and collates information for inclusion in reports and papers for the latter Committees, and uses the Estates IT systems, such as Micad and RAMS, to store and retrieve estates data to producemanagement reports to assist with the efficient and effective operation of the Department, seeking to automate manual processes wherever possible to maximise productivity.

The post holder will be expected to work autonomously within defined policies and procedures in providing a variety of administrative services, ensuring a high quality value adding service to 'end users’, customers and patients.

**Duties**
- Acts as a first point of contact for the Estates Management Team, dealing with staff of all levels inside and outside the Trust.
- Diary management on behalf of the Operational Managers, including resolution of conflicting diary appointments.
- Prioritisation and delegation of incoming mail and telephone calls.
- Organisation of meetings, conferences, presentations, workshops and training events, including arranging external speakers, booking venues and all associated administration.
- Organisation of patient, carer or public meetings on behalf of the Operational Managers.
- Provision of suitable travel and accommodation arrangements for the Operational Managers and other staff on an ad hoc basis.
- Minute taking and transcription of formal meetings ('published’ minutes) on behalf of the Operational Managers.
- Creation of databases and/or spread sheets and use of specialist software and systems, such as Micad and RAMS.
- Collation of data and documentation relating to waste production and management and, recording of any issues around non-conformance by the Waste Contractors and the Trust, bringing these to the attention of the relevant Manager.
- Preparation, typing and distribution of correspondence, reports and ad hoc papers to support the work of the Operational Managers and Clinical Centre.
- Implementation of relevant office policies and procedures, suggesting changes as appropriate.
- Management of office systems, including a 'Bring Forward’ system for meeting papers and pending items.
- Responsibility for maintaining storage and retrieval systems (paper or electronic) on behalf of the Operational Managers or for other Centre requirements.
- Preparation of New Works Quotations, ensuring the correct procedure is adhered to and appropriate departmental recharges are undertaken.
- Collation of data/documentation and the associated production of reports for Estates and Trust Committees and for the Operational Managers. Raising issues with the appropriate Manager.
- Collating and reporting on Capital Project plans/costs/timescales and variations to contract.
- Responsibility for the preparation and maintenance of all workforce documentation on behalf of the Operational Managers, including:

- Appraisal planning and coordination (over a 12-month timescale) for all relevant staff on behalf of the Operational Managers.
- Co-ordination of recruitment processes on behalf of the Operational Managers
- Up-dating the Departmental training matrix.
- Reconciliation of monthly over-time and call-out out figures.
- Demonstration of own responsibilities to new or less experienced members of staff.

**Qualifications, Skills and Experience**
- Ability to take and transcribe formal (published) minutes for Trust and Estates Committees.
- Able to concentrate for long periods, such as when transcribing minutes or typing reports for Trust Committees.
- Proven ability to provide administrative/secretarial services.
- Evidence of ability to achieve own work targets.
- Evidence of standard level use of IT packages such as the Microsoft Office suite of products.
- Excellent typewriting/keyboard skills
- Knowledge of good practice and systems of work within administrative/secretarial fields
- High standards of grammar and spelling.
- Manages own workload and Calendars/Diaries for others and arranges meetings.
- Good time management