Project and Office Support Assistant

2 weeks ago

Truro, United Kingdom Royal Cornwall Hospitals NHS Trust Full time

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

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 Administrative Team consists of three people, sharing an office.

The post holder will undertake administrative duties for the Senior Management Team, provide a welcoming and professional administrative service to the CITS Department, provide a single point of communication for all CITS staff when they are out of their offices or otherwise unavailable, administer meetings, which will include taking minutes and transcribing them to a high standard and distributed in a timely manner and maintain both physical and electronic records for the department.

There are a number of Capital Projects that the department is undertaking and the post holder will help support these areas of work.

The CITS Administrative Team consists of three 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.

To be able to multi-task in a very busy office environment, often with conflicting deadlines.

Producing accurate and timely minutes of meetings that can sometimes be complex in nature.

Support a diverse Senior Management Team to enable them to focus on what is important without distraction.

Organise and arrange meetings (including equipment), sometimes with external customers such as suppliers, representatives from companies and NHS colleagues from other organisations. Use of the BookWise system to arrange venues.

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

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

Support 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.

Assist in facilitating the Freedom Of Information (FOI) process for the department.

Ordering of equipment, stock and consumables for the department.

Organise travel and accommodation.

Manage parking permits for staff and visitors.

Arranging training sessions for staff.

To deal with Suppliers and Company Representatives, who can sometimes be demanding in nature.

Transcribe and type minutes and notes of disciplinary hearings and general meetings if required.

Log estates issues when requested via the MICAD system.

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