Pa to Associate Director of Facilities

3 days ago

Colchester, United Kingdom East Suffolk and North Essex NHS Foundation Trust Full time

An exciting opportunity has arisen to join the Facilities administration team based at Colchester General Hospital.

We are looking for a Personal Assistant, who is professional, pro-active and versatile to support the Associate Director of Facilities.

The Facilities department is made up of a range of essential services which spans the Trust so you must be organised, resilient, friendly and able to work to deadlines even in pressure situations.

The post holder is required to assist the Associate Director in providing key customer service and operational support to all key stakeholders and client groups.

Your duties will include organising meetings, the preparation of agendas through to taking, transcribing and distributing minutes.

Essential to this role are strong IT skills and the ability to manage large amounts of data with a high degree of accuracy. You will be expected to have strong skills in all the Microsoft Office products and be quick to learn bespoke systems.
- Provide a comprehensive diary and appointments management service for the Director of Estates & Facilities and the Head of Facilities, ensuring the diaries are kept updated at all times and that the managers concerned are fully appraised of diary commitments in advance. You will also ensure that all relevant and supporting papers are available in advance of meetings.
- Arrange meetings, including booking of venues, sending out meeting agendas, minutes, invites and taking high quality accurate minutes of meetings including preparation of agendas and action logs.
- To create and maintain personnel files for the Director’s direct reports to include management of annual leave and sickness records, travel claims, payroll returns, supervision and training records.
- Communicate with payroll regarding pay queries and pay discrepancies.
- Devise spread sheets and similar to record data/information relating to various Facilities services. You will be asked to assist with the interpretation of the data/information on a regular basis.

East Suffolk and North Essex NHS Foundation Trust (ESNEFT) provide hospital and community health services to people living across a wide geographical area. We deliver care from two main hospitals in Colchester and Ipswich, six community hospitals and in patients’ own homes. You will be joining a team of 10,000 amazing colleagues providing care to 800,000 residents.

Our philosophy is that time matters to everyone. Too often, our current systems and ways of working add unnecessary stress and frustration. Across the Trust, we concentrate on improving the things we do and removing those which do not work or cause time delays for our staff and patients throughout our day-to-day business.

For full details of the responsibilities and duties of this role please see the attached job description.

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