Senior Facilities Administrator (with minute taking) - NHS (b3)

Job Description

Senior Facilities Administrator - Minute Taker Location: ChesterfieldJob Type: TemporaryProposed start date : ASAPSector: HealthcareTravel: Not SpecifiedDuration: Expected to last up to 4 weeks with possible extensionBand: 3Remote working option: Not SpecifiedPay Rates: £10.09 paye including holiday pay per hourWorking Days and Hours: Monday to Friday, 37.5 hours, 9am-5pmParking: Free Parking on SiteKey Responsibilities

• To provide specialist clerical and administrative services to senior facilities services staff. This may include dictation, note taking and typing where there is a need for advanced skills.
• To organise meetings and events, producing meeting action notes, minutes and agendas, as necessary and to have advanced skills commensurate with your responsibilities.
• To effectively manage diaries if requested, ensuring that senior staff are supported in achieving their requirements in respect of meeting arrangements and associated administrative processes.
• To work as necessary with senior staff from other Divisions, Trusts, supplier organisations, etc., ensuring that unexpected/unusual circumstances are appropriately managed in relation to meeting changes and short notice arrangements.
• To develop relationships with people within DSFS and the Trust either over the telephone or face to face.
• Maintain a balanced workload to ensure all requirements are resourced and targets met along with the ability to work independently, using own initiative, prioritise workload.
• To be responsible for the standardisation of all meeting action notes, agendas and minutes undertaken across the service and identify actions for mangers and remind them of deadlines.
• Produce accurate word processed documents from hand written or digitally dictated material, ensuring that they meet with the directorates requirements.
• Effectively answer telephone calls and ensure that messages are relayed in an efficient and effective manner.
• To be responsible for correspondence and reports including drafting and typing of letters if asked and reports that require high levels of concentration in a busy office environment if requested.
• To organise a range of meetings (weekly, bi-monthly, monthly and quarterly) with other internal managers and relevant paperwork and circulation of minutes following up actions and undertaking tasks as delegated by these groups - with many meetings beingrequested ad hoc.
• Implement and maintain a records and filing systems for services to ensure easy access and retrieval (archive system).
• Provide support within the office which includes taking calls for taxis, helpdesk calls to report work that needs to be completed - prioritise and allocate via the bleep system when necessary.
• To proactively book meetings in by planning into the following year - maintaining a record of meetings booked.
• Any other duties which may be required by your manager.

Qualification, Skills and Experience

• Relevant experience of note taking at higher level meetings.
• Experience of working as part of a multi-disciplinary team.
• Ability to work on own initiative, especially with regard to problem solving.
• Previous experience of organising and prioritising workloads.
• Good interpersonal skills.
• Excellent verbal and written communication skills.
• IT skills in particular, Word, Excel.
• Ability to deal with tasks which are running simultaneously.
• Ability to meet deadlines.
• Ability to work under pressure

Keyskills :
AdministrativeCommunication SkillsFilingProblem SolvingMinute Taking