Facilities Services Senior Admin Co-Ordinator

Job overview

A vacancy has arisen for a full time Senior Facilities Administrator within the Facilities Administration Office in the Estates Department working for Derbyshire Services Facilities Services (DSFS) based at Chesterfield Royal Hospital.

Working hours are Monday to Friday 8.00 am - 4.00 pm

The Senior Facilities Administrator is responsible for taking and producing accurate and relevant minutes and action logs within an agreed timeframe and supporting the meeting chair to deliver robust documentation for a wide range of meetings.

Working and supporting 5 administrators in at busy environment where every day is different, from greeting and sign posting contractors to taking a maintenance call to ensure the hospital is a safe environment for patients, visitors and colleagues, you will be expected to work closely with the team and prioritise and provide elements of cover for annual leave to ensure service continuity and resilience.

Derbyshire Support and Facilities Services Limited currently do not offer a Certificate of Sponsorship, any applications which require sponsorship will not be considered

Interviews W/C 03/02/25

Main duties of the job

Organising and facilitation meetings and events, producing meeting action notes, agendas, as necessary and to have advanced skills commensurate with your responsibilities. These meetings can also take please using the Teams system. To effectively manage diaries as requested, ensuring that all staff are supported in achieving their requirements in respect of meeting arrangements and associated administrative processes.

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 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.

Provide admin support within the office.

To proactively book meetings in by planning into the following year – maintaining a record of meetings booked.

Working for our organisation

Derbyshire Support and Facilities Services Ltd. (DSFS) is a subsidiary company that’s 100% owned by Chesterfield Royal Hospital NHS Foundation Trust.

DSFS has just under 1000 staff across Soft and Hard Facilities Services, and our corporate services including, ICT, Patient Records, Switchboard, Procurement, Finance and Clinical Engineering. Very much part of the ‘Chesterfield Royal family’, DSFS builds on solid NHS foundations to offer a more commercial approach that’s dynamic, flexible, and proactive.

By embracing our diverse backgrounds and differences our culture becomes richer and makes us stronger together.

Derbyshire Support and Facilities Services Limited currently do not offer a Certificate of Sponsorship, any applications which require sponsorship will not be considered

Detailed job description and main responsibilities

Please see the Job description and Person Specification attached to this vacancy. This document contains a full detailed description of the role and what the main responsibilities and duties are along with the criteria that is required.

Person specification

Qualifications and Training

• Audio Word processing, ability to produce work to RSA III standard
• GCSE English Language grade C or above.
• Relevant experience.

• IT systems qualification
• HNC or equivalent in business and administration.

Experience

• First line management / Supervision
• 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

• Previous experience of managing multiple diaries.

Skills and Knowledge

• 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.

• Advanced IT skills, in particular Excel and Powerpoint.

Personal Attributes

• Self-motivated
• Professional approach
• Able to work flexibly to meet the demands of the role.
• Methodical.
• Articulate.

Flexible Working

If you're looking for flexible or predictable working arrangements, please speak to us about how we might be able to accommodate this. If it works for our service and patients, we will do our best to make it work for you.

VISA's and Immigration system

Derbyshire Support and Facilities Services Limited currently do not offer a Certificate of Sponsorship, any applications which require sponsorship will not be considered at this point in time.

Guidance can be found here Criminal records checks for overseas applicants - GOV.UK (www.gov.uk)

COVID19 Vaccination

Derbyshire Support and Facilities Services (‘DSFS’) is committed to ensuring the safety of all our staff and patients therefore encourages and supports staff to be vaccinated against COVID19 as this remains the best line of defence against the virus.

Communications

Communications throughout the application process will be via e-mail therefore please check your e-mail account, spam folders and NHS Jobs (where applicable) account regularly.

References are also requested by email (where possible). Therefore, to speed up the recruitment process please provide an up to date email address for all referees when completing your application form.

If you require any support in completing the application form, please do not hesitate to contact the DSFS Human Resources team on 01246 513737 / [email protected] and we will be happy to provide assistance.

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