Project and Office Support Assistant

To help provide a welcoming and professional administrative service to the Cornwall IT Services Department.

To provide a single point of communication for all CITS staff when they are out of their offices or otherwise unavailable.

CITS provides a countywide service to the healthcare community of Cornwall including:

- Programme and Project Management
- Service Management and Operational Support
- IM&T Education and Training
- Data Quality
- Primary Care IM&T advice
- Records Management Service

The main purpose of this post holder is to work as part of a small team providing office and project support across the department.

The post holder will provide administrative duties for the Director and Senior Management Team.

To administer meetings, which will include taking minutes and transcribing them to a high standard, and distributed in a timely manner.

Maintaining records for the department, both physical and electronic

Organising and arranging meetings (including equipment), sometimes with external customers such as suppliers, representatives from companies, NHS colleagues from other organisations.

Accurately reproduce minutes and actions logs from meetings.

Organising travel and accommodation.

Managing parking permits for staff and visitors.

Arranging training sessions for staff.

Use Bookwise to manage room bookings

Managing and planning for the capital and departmental project board meetings (Agenda, minutes, action list, appendices etc).

Updating the Healthroster system for staff absences, entitlements and on call duties.

Maintain the personnel files of staff working in CITS, in a secure environment, keeping track when they are moved from the department.

Supporting Managers in staff absence processes such as Maternity/Paternity/Long Term Sickness.

Support Managers in the production of personnel documentation such as Contract Amendment Forms and personnel files.

Assisting in facilitating the FOI process for the department

Ordering and maintaining stock control for the department, using available IT such as Unit 4

Log estates issues when requested via the MICAD system

The CITS Administrative Team consists of two people, sharing an office managed by the Deputy Service Manager, Records Management.

Cornwall IT Services is located across two sites and there are approximately 200 members of staff in the Department, including a Senior Management Team.

Accountability and Freedom to Act

Works on own initiative but within clearly defined policies and procedures.

Manages own workload.

Manages Managers diaries, communications where appropriate

Manages sensitive information within staff personnel files.

Will be exposed to confidential conversations that must remain confidential.

Handling sensitive commercial supplier information.

Support booking of training sessions.

Support and assist Managers with administration of the Rostering system

Analytical and Judgement Skills

Able to manage conflicting diaries and appointments.

Able to accurately reproduce minutes and actions from meetings.

Able to accurately reproduce notes from disciplinary/grievance hearings.

Judgement required on when to interrupt Senior Managers when they are not routinely available.

Planning and Organisational Skills

Organises and arranges meetings (including equipment), sometimes with external customers such as suppliers, representatives from companies, NHS colleagues from other organisations.

Organises travel and accommodation.

Manages parking permits for staff and visitors.

Arranging training sessions for staff.

Using Bookwise to manage room bookings

Managing and planning for the capital and departmental project board meetings (Agenda, minutes, action list, appendices etc).

Updating the Healthroster system for staff absences, entitlements and on call duties.

Supporting Managers in staff absence processes such as Maternity/Paternity/Long Term Sickness.

Support Managers in the production of personnel documentation such as Contract Amendment Forms and personnel files.

Assists in facilitating the FOI process for the department

Physical Skills

Advanced keyboard skills required, touch typing

Responsibility for patient/client care

Incidental contact with patients

Policy and Service Development

Expected to follow relevant policies and procedures.

Participate and provide comment upon policies and procedures when under review.

Financial and Physical Resources

Ordering and maintaining stock control for the department, using available IT such as Unit 4

Management/Human Resources

Would be expected to show new starters the duties expected within the office

Information Resources

Maintaining databases of mandatory training, annual leave etc.

Transcribes and types minutes and notes of disciplinary hearings and general meetings.

Maintain physical and electronic file structures within the department

Uses BookWise to arrange venues for meetings

Maintain the personnel files of staff working in CITS, in a sec