Job vacancy: Care Unit Administrator, Chesterfield Royal Hospital NHS Foundation Trust, Chesterfield

Job summary

Main area: Imaging
Grade: NHS AfC: Band 3
Contract: Permanent
Hours: Full time - 37.5 hours per week
Job ref: 166-DCSC-6285513

Employer: Chesterfield Royal Hospital NHS Foundation Trust
Employer type: NHS
Site: Chesterfield Royal Hospital
Town: Chesterfield
Salary: £22,816 - £24,336 Dependant on experience
Salary period: Yearly
Closing: 07/07/2024 23:59

Care Unit Administrator

NHS AfC: Band 3

Detailed job description and main responsibilities

On behalf of the Imaging Management Team respond to enquiries and correspondence, co-ordinate meetings, telephone calls and messages.
Maintain an up-to-date electronic diary for the Imaging Management Team for meetings and appointments, communicating and negotiating changes as necessary and resolving conflicting diary appointments and schedules.
Undertake professional administrative practices using a range of software programmes to produce documents (routine and complex) in line with the Trust's House Style Manual, which may be dictated or hand written. Using Unit 4, Trac.
Prioritise and organise own workload ensuring deadlines and targets can be met. Liaise closely with Line Manager and Service Lead to ensure the service provided meets with the organisational needs.
To set up and maintain the personnel records for current staff and new employees across the Department, ensuring that all relevant correspondence and documents are available when required.
Arrange meetings, internal and external to the Department and the Trust, communicating with the appropriate personnel, booking venues and arranging catering as required.
Promote and maintain good working relationships within the team and other Departments to ensure the efficient smooth running of the service
Administer applications on Trac and create information for Lead Interviewer.
Receive internal and external visitors in a friendly and courteous manner, dealing with enquiries in the absence of your Line Manager providing an effective point of contact with the Trust.
To provide training and support to new members of the team.
Prepare portfolio for meetings together with accompanying documents and distribute to the group in accordance with the deadline.
Attend/dial in to Team meetings and produce timely and accurate minutes for approval within the agreed timescale and collation of follow-up action.
To update all departmental data bases, on a regular and typing up any necessary documentation, when required.
Take information from absence line and note in absence book along with inputting in to Excel document for HR regarding Covid-19 positives and absences around isolation dates.
To liaise with the clerical team in order to maintain adequate stationery supplies and complete single tender waivers, charitable fund information for Leadership team accordingly.
To carry out general clerical duties within the Department , if required, in agreement with your Line Manager.

Person specification

Experience

Essential criteria

Educated to GCSE Grade A-C (8-4)
RSA III keyboard skills or equivalent

Experience

Essential criteria

• Experience of working in a secretarial role • Experience of working as part of a team • Ability to communicate at all levels • Ability to prioritise workload • Ability to work under pressure

Desirable criteria

ECDL
• Working knowledge of Trac Recruitment System • Working knowledge of Unit 4 – Trust ordering system

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.

COVID19 Vaccination

Chesterfield Royal Hospital NHS Foundation Trust 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.

UK Points-based immigration system

Applications from job seekers who require sponsorship to work in the United Kingdom (UK) are welcome and will be considered alongside all other applications. Please note that from 1 January 2021, to work in the UK all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship unless you have permission to work via another route. Non UK / RoI candidates wishing to apply can self-assess the likelihood of obtaining a Certificate of Sponsorship here Work in the UK - GOV.UK (www.gov.uk).

It is vital that you provide full and accurate details of your current immigration status on the application form. Overseas applicants applying for entry clearance into the UK must present a criminal record certificate from each country they have resided in continuously or cumulatively for 12 months or more in the past 10 years. Guidance can be found here Criminal records checks for overseas applicants - GOV.UK (www.gov.uk)

If you are applying for a vacancy in health or adult social care, you may be eligible to apply for the Health and Care Worker visa instead, which is cheaper to apply for and you do not need to pay the annual immigration health surcharge.

Communications

Communications throughout the application process will be via e-mail therefore please check your e-mail account and Trac account regularly. References are also requested by email (where possible). Therefore to speed up the recruitment process please provide an 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 HR Support Services team on 01246 513177 and we will be happy to provide assistance.

Please see the attached documents and links in relation to working for Chesterfield Royal Hospital NHS Foundation Trust. In particular, the general conditions of employment and benefits of working for the trust.

This role is part of the integrated health and social care community across Derbyshire, where there are many opportunities to work across different locations and providers developing new and different skills. Whilst this role is initially based in Chesterfield there may be future opportunities to be based at different locations within the health and social care community which we may talk to you about in the future.