Operational Management To be highly skilled and experienced in the full range of secretarial work practices & software progra.....
Operational Management To be highly skilled and experienced in the full range of secretarial work practices & software programs. To produce spreadsheets and KPIs using appropriate programs to create a variety of documents. Co-ordinate reports, gathering and formatting information from diverse sources according to agreed deadlines. Responsibility for internal/external telephone calls, email, post and routine enquiries in an appropriate manner, drafting replies on behalf of team members as required and organise priorities and relaying information in a timely manner. Process correspondence including letters, memorandums, agendas, minutes, audits, reports, and presentation material incorporating spreadsheets and graphs. To be responsible for the accurate storage and retrieval of information according to the General Data Protection Regulations and Freedom of Information Act 2000 and archiving data as required. Raise purchase requisitions and receipt invoiced goods on Finance and Procurement Systems in accordance with policies and procedures. Organise diaries, appointments, large and small meetings, workshops and functions. Coordinate dates, book venues, equipment, provide attendee lists, send out agendas and deal with any associated queries. Arrange and attend meetings, taking, transcribing and disseminating minutes in a timely manner. Publish and update accurate information on the Trust Intranet site as and when required. Order and maintain stationery supplies and services as requested in accordance with policies and procedures. Undertake other reasonable duties, responsibilities or projects as requested by the Associate Director of Estates and Facilities and deputising managers such as the Head of Operational Estates, Project Manager(s) and/or the Head of Facilities. To use knowledge, and experience to meet the needs of the services by completing tasks. Carry out duties without supervision, prioritising own workload and adhering to deadlines using own initiative. Maintain the Facilities team annual and special leave and sickness absence and to input accurate data in to the organisations E-Rostering system to meet the Trust deadlines. Maintain the team appraisal, statutory and mandatory training records and identify compliance needs and inform where action must be taken, scheduling training updates as and when required in line with the Trust policies. Update utility provider online databases with monthly meter readings. Assist the Estates operational team with any IT or NHS Mail difficulties experienced. Quality Monitor and maintain core communications databases and contact & contract lists. Support the performance review and recruitment processes for the Facilities team. Risk Management Utilise external sub-contractors electronic database system such as Sypass system to maintain copies of the essential and statutory inspection and service documentation when required. Policy and service development Undertake training on a yearly basis ensuring that the Data Protection and Caldicott principles are fully observed and complied with and encourage the support of these principles within the Estates Department. Maintain both the electronic and manual filing systems to enable prompt retrieval of information and documentation.
