The post holder will be a key member of the Estates & Facilities directorate and will have an important role in ensuring delivery of a high quality Estates service and providing administrative support to the E&F team.
The post holder will provide a comprehensive Administration service to the Estates team.
The post holder will be working in a fast-paced environment, which requires a calm but proactive approach with the ability to multi-task whilst being thorough. Meeting management and maintenance of Project and Programme documentation form a large part of the role, as does a high volume of standard administrative tasks including the preparation of correspondence, presentation, briefing, Board and complex papers. Attention to detail is paramount in this post, as is the ability to prioritise workload.
The post holder will provide administration support by; attending meetings as minute taker (including taking a record of attendees, any apologies, record and transcribe notes and actions of meetings), distribution to all required within an appropriate timescale, maintain an action log and following-up actions outside of meetings. Preparing agendas, distributing notes of meetings including documenting group discussions as necessary and manage email accounts, ensure emails are actioned/disseminated, throughout each working day.
Daily contact with the Estates Team to prioritise work for the day/week.
Co-ordinate the diaries of Senior Managers and assist with the day-to-day efficient running of the office.
Act as a point of contact for all communications and deal with appropriately, including the exchange of sensitive or contentious information
Ensure all queries into the office are dealt with in a timely and professional manner, initiating actions and follow ups and reporting progress as appropriate, using judgment to ensure that messages and actions are prioritised and brought to the attention of the relevant member of the team with any supporting information.
Administration duties, responding in a professional manner in line with data confidentiality procedures. Be able to work in a fast paced, busy environment.
Set up and co-ordinating meetings for the Estates team including booking venues, preparing agendas, completing minutes/action notes, and detailing schedules. This may include coordination with external stakeholders.
Prepare presentations and briefing papers, project update documentation and distributing to members.
Our Trust is one of England's top-performing and safest trusts. We operate two main acute hospital sites—Chelsea and Westminster Hospital and West Middlesex University Hospital—along with award-winning clinics across North West London.
Our nearly 7,500 staff care for a diverse population of 1.5m, providing full clinical services including maternity, A&E and children’s services, plus specialist HIV and sexual health care. The CQC rates us Good in safety, effectiveness, care and responsiveness, and Outstanding in leadership and resource use.
We continually invest in our facilities, including a £30m expansion of critical care at Chelsea and an £80m Ambulatory Diagnostic Centre at West Mid.
We are delivering sustainable healthcare through our Green Plan. In line with Greener NHS ambitions, we aim for net zero carbon emissions by 2045. Achieving this requires collective effort. We encourage staff to reduce their impact on carbon, waste and pollution wherever possible. Every action counts to create a healthier, more sustainable future.
We are committed to equal opportunities and believe diversity drives innovation and excellence. We welcome applications from the global majority, veterans and underrepresented communities, valuing the perspectives they bring.
Use word processing packages and Microsoft Office to produce various documents.
Daily use of Outlook for communication (sending/receiving e-mails), as well as booking and checking of meeting rooms and equipment booking.
Support with project coordination and implementation, including high-level administration support.
Perform routine clerical duties e.g. photocopying, reports and other similar documents to specific formats using appropriate software packages and office equipment.
Provide a telephone answering service for service users and professionals, taking messages and ensuring that details are accurately logged in the correct message book as and when required.
Upload a range of Project and Programme management documents to platforms such as SharePoint.
Manage email accounts, ensure emails are actioned/disseminated, throughout each working day.
Support with the raising of purchase orders as part of project work, or as a Estates team requirement.
Deal with in-coming queries to shared mailboxes.
Validate project/programme details and update databases.
Develop and maintain databases as required for the role and/or department, providing information/analyst advice and support. Maintain data collection systems for its effective use by the team.
