Business Support Administrator
Stockport NHS Foundation Trust
There are lots of good reasons to choose to come and work at Stockport NHS Foundation Trust. A dynamic integrated Trust with integrity and vision. Exactly the same qualities you’ll see in yourself. Stockport NHS Foundation Trust aims to be the organisation of choice for patients and an employer of choice for staff.In order to continually improve all aspects of our patient experience, we rely upon having a highly skilled, motivated, diverse, productive and patient focused workforce.
Stockport Foundation Trust is one of four ‘specialist’ hospital sites in Greater Manchester. Being a ‘specialist’ hospital will enhance our general surgery, anaesthetics, critical care and emergency medicine for the benefit of people in Stockport, High Peak, Cheshire and across Greater Manchester.
Our values ‘We Care, We Respect, We Listen’ are at the heart of everything we do, and come from our promise: ‘Making a difference every day.’ They drive the behaviour and actions for everyone in our organisation.
In your application for this post, please describe how your experience and skills align with 'Our values-based behaviours' ( see additional documentation) and provide examples.
Greater Manchester Continuous Service Commitment
As well as recognising previous NHS service, Stockport NHS Foundation Trust is a member of the Greater Manchester Continuous Service Commitment. If you are currently employed by Greater Manchester Local Authority, Combined Authority, GMFRS, TfGM as well as other public service organisations, Stockport NHS Foundation Trust will recognise your previous service for sickness and maternity/paternity/adoption entitlement and also for annual leave purposes (providing there has been no break in service).If you currently work for one of the above organisations and successfully apply for a post with Stockport NHS Foundation Trust, please ensure the Recruitment team are aware so that this service is reflected in your contract of employment.
Our Values:
We Care
About each other
Our patients and their families
The communities we serve
The environment
We support them and deliver on their promises
We Respect
Each other
Our patients and their families
Our partners
We are kind and helpful, and we expect the same in return
We Listen to
Each other
Our patients and their families
Our partners
We act and learn from what we hear
Job overview
An exciting opportunity has arisen within the Division as a Business Support Administrator for someone with a positive and pro-active approach to join our team.
You will be responsible for taking and transcribing notes at various meetings as required by the Division, as well as raising orders and processing invoices in relation to the Trust’s Capital Programme.
You will be part of the Business Support Team which provides business support for Estates & Facilities. You will have excellent communication and organisational skills in order to arrange meetings, organise the diary/scheduler and undertake administrative duties as required.Extensive experience of Word, Excel spreadsheets and the ability to prioritise your own workload and meet deadlines are essential requirements for this post.
Main duties of the job- To provide an efficient and confidential administrative support service to the Division.
- To prepare Tender and Quotation documentation for Capital Schemes, monitoring and producing detailed spread sheets regarding Capital Expenditure.
- Using the Unit 4 Computerised Ordering System raise official orders on behalf of the Division, processing goods received notes and invoices.
- To undertake Reception duties to issue visitor passes to contractors, issue and return of keys, swipe cards in accordance with Trust protocols and policies.
- Maintain office systems, which contribute to the efficiency of the Department.
- To co-ordinate the Estates & Facilities Performance Management Dashboard information for monthly Finance & Performance Meetings.
- Assist the Business Support Officer in the co-ordination of sickness absence data.
- Provide cover for the Business Support Officer to the Senior Estates Team during absences.
To monitor annual leave for the Division including annual leave calculations and queries.
Working for our organisation
We hold a unique position in the Stockport community as the provider of healthcare and we are one of its largest employers.
We believe that the best organisations are those that reflect the communities they serve. We are therefore seeking to improve the diversity of our workforce to make it truly representative of our local population.
We actively encourage applications irrespective of race, age, disability, sex, gender reassignment, gender identity or expression, sexual orientation, religion or belief, marriage & civil partnership, or pregnancy or maternity. Recognising those communities that are underrepresented within our workforce, we would particularly welcome applications from you.
If you require support with your application please contact a member of the recruitment team, who can discuss alternative application methods.
We recognise that flexible working is important. We take requests for flexible working seriously, consider any request we receive and try to work with you, so we can explore if your request may fit with the needs of the service.
Benefits we offer to you:
- Between 27-33 days of annual leave plus bank holidays
- NHS pension scheme membership
- Salary sacrifice schemes for lease cars, home electronics and more, to make your salary go further
- NHS Staff discounts
- Cycle to work scheme
- Salary finance – for loans, savings, budget planning and tips on managing debt
- Stockport Credit Union– for local financial advice
- To provide an efficient and confidential administrative support service to the Division.
- Responsible for taking and transcribing notes at various meetings as required by the Division.
- Undertake daily financial monitoring of the Capital Programme. Raising orders and order amendments for Capital Schemes as requested by the Head of Capital Projects and Capital Team.
- Process invoices in readiness for authorisation by the Head of Capital Projects and Capital Project Estates Officers, liaising with Estates Staff/Contractors and Consultants regarding variances and annotating invoices regarding the reclaim of VAT on Capital Schemes as per the requisition submitted by the Estates Officer.
- Prepare Tender and Quotation documentation for Capital Schemes for distribution to Contractors/Consultants. Record distributed/received information following tender/quotation closing date, all in accordance with the Trust’s Standing Financial Instructions.
- Ensure all relevant invoices/documents are processed for Year End Close Down including incremental payments.
- To co-ordinate the Estates & Facilities Performance Management Dashboard information for monthly Quality & Performance Meetings.
- Responsible for the monitoring of appraisals undertaken within the Division to ensure that targets are maintained, and Estates & Facilities Dashboard updated on a monthly basis.
- To monitor annual leave for the Division, leading on annual leave calculations and enquiries for the Division. Training of staff regarding annual leave calculations. Liaise with HR regarding start dates/length of NHS Service as required. Production of annual leave reports for section managers as requested.
- To undertake direct inputting of Estates & Facilities staff information from monthly time sheets onto the E-Rostering system for the purpose of salaries as required.
The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment and promote safeguarding by implementing the Trust’s policies and procedures, acting promptly on concerns, communicating effectively and sharing information appropriately.
Person specification
Education & Qualifications
Essential criteria- • Microsoft Office Qualification or extensive Microsoft Word & Excel experience
- • Good standard of education
- • ECDL (European Computer Driving Licence
Knowledge
Desirable criteria- • Knowledge of accounting procedures (Purchase Orders, Invoices, Delivery Notes)
Experience
Essential criteria- • Experience of arranging meetings, diary management, taking notes at meetings
- • Experience of producing/implementing office systems
- • Previous NHS Experience
Skills & Abilities
Essential criteria- • Accurate & pays attention to detail
- • Excellent communication skills (written & verbal)
Applicants are encouraged to read the documents attached to this vacancy before applying, including the job description and person specification and the information for applicants which includes useful information to assist you in completing your application.
From time to time we may need to close a vacancy early when in receipt of a sufficient number of applications. If you are interested in this post and wish to be considered, we strongly advise you to complete and submit your application as soon as possible.
Please note that all correspondence will be via your NHS Jobs account. Unfortunately we are not able to acknowledge each application. If you do not hear from us within four weeks of the closing date, please consider that you have not been shortlisted on this occasion.Please also note that Stockport NHS Foundation Trust are unable to refund Interview expenses or re-location costs.
Stockport NHS Foundation Trust is committed to promoting and championing a culture of diversity, fairness and equality for all applicants and employees. Applications are welcomed from all backgrounds and we strive to reflect the community we serve in our diverse workforce.Our "two tick" kite mark guarantees a candidate with a disability, who fulfills the essential criteria, an interview at the Trust. We can make reasonable adjustments, and offer support and advice in a variety of ways on request.