NHS
Job title:
Facilities Services Senior Admin Co-Ordinator
Company
NHS
Job description
A vacancy has arisen for a full time Senior Facilities Administratorwithin 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 pmThe Senior Facilities Administrator is responsible for co ordinating minutes and action logs within an agreed timeframe and supporting the meeting chair to deliver robust documentation for a wide range of meetings. Please note that we are currently trailing an M365 Copilot which is Microsoft’s exciting Artificial Intelligence (AI) tool integrated into the Microsoft 365 suite, which includes apps like Word, Excel, PowerPoint, Outlook, and Teams. Think of it as a digital assistant, but far more intelligent and proactive which if approved and license depending will support this role.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, arranging Identification badges and removing and adding access to areas when requested. 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.Closing date 15th MarchInterviews w/c 24/03/25Main duties of the jobBriefly the role provides specialist clerical and administrative services to senior facilities services staff. . Working closely with peers for service continuity and resilience. The role is responsible for organising and facilitating meetings and events, producing meeting action notes, agendas, as necessary. These meetings can also take please using the Teams system and are planned to be supported by M365 copilot. 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 again if approved and licence depending on M365 Copilot Artificial Intelligence (AI) will support this role.Provide admin support within a busy office environment if requested.To proactively book meetings in by planning into the following year – maintaining a record of meetings booked.About usDerbyshire 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.DSFS are proud to be striving to achieve a truly diverse and inclusive flexible workforce by valuing and welcoming everyone’s abilities, uniqueness, and individuality. All our colleagues have the right to and should be able to feel 100% themselves at work; we believe that all our people add to and should improve our culture and not just fit in with it. 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 consideredDate posted28 February 2025Pay schemeOtherSalary£22,776 to £23,316 a year per annumContractPermanentWorking patternFull-timeReference number166-DSFS-6877773-BJob locationsDSFS Ltd -Chesterfield Royal HospitalChesterfield RoadChesterfieldS44 5BLJob descriptionJob responsibilitiesPlease 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. Job descriptionJob responsibilitiesPlease 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 SpecificationQualifications and TrainingEssential
- Audio Word processing, ability to produce work to RSA III standard
- GCSE English Language grade C or above.
- Relevant experience.
Desirable
- IT systems qualification
- HNC or equivalent in business and administration.
ExperienceEssential
- 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
Desirable
- Previous experience of managing multiple diaries.
Skills and KnowledgeEssential
- 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.
Desirable
- Advanced IT skills, in particular Excel and Powerpoint.
Personal AttributesEssential
- Self-motivated
- Professional approach
- Able to work flexibly to meet the demands of the role.
- Methodical.
- Articulate.
Person SpecificationQualifications and TrainingEssential
- Audio Word processing, ability to produce work to RSA III standard
- GCSE English Language grade C or above.
- Relevant experience.
Desirable
- IT systems qualification
- HNC or equivalent in business and administration.
ExperienceEssential
- 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
Desirable
- Previous experience of managing multiple diaries.
Skills and KnowledgeEssential
- 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.
Desirable
- Advanced IT skills, in particular Excel and Powerpoint.
Personal AttributesEssential
- Self-motivated
- Professional approach
- Able to work flexibly to meet the demands of the role.
- Methodical.
- Articulate.
Expected salary
£22776 – 23316 per year
Location
Chesterfield, Derbyshire
Job date
Mon, 03 Mar 2025 07:44:32 GMT
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