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Facilities Operations Administrator

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Torbay and South Devon NHS Foundation Trust

2mo ago

  • Job
    Full-time
    Junior, Mid & Senior Level
  • People, HR & Administration
    Facilities Management

AI generated summary

  • You need strong admin skills, typing proficiency, diary management, and experience with databases. Support the team with training, attendance, sickness records, and procurement tasks.
  • You will provide comprehensive administrative support, manage diaries, document preparation, handle queries, maintain databases, and facilitate communication within the Cleaning and Catering Operations team.

Requirements

  • Knowledge administrative procedures and systems, some of which are routine and non-routine activities such as answering queries, progress chasing, task – related problem solving, acquiring through experience
  • Provide a prompt, accurate and well-presented typing service involving letters, agendas, minutes of meetings, reports etc. using the Trust IT systems
  • Prepares, edits and distributes correspondence, reports, forms and documents for the Cleaning and Catering Operations team
  • Management of electronic diaries, arrange appointments and prepare files, documents and paperwork for meetings as required
  • To support the Cleaning and Catering Operations team with, Health Roster, Rota, Training and Datix administration
  • Create databases/spreadsheets on a regular basis and update as and when required for the Cleaning and Catering operations department
  • Help the Cleaning and Catering Operations Management teams to maintain, produce and update staff sickness absence records for Cleaning and Catering Operations Department
  • Organise attendance meetings in line with the Attendance Policy H33, liaise with HR and the Deputy Operations managers for their diary’s and administer the correspondence for attendance meetings, to include, invite letters and outcome letters in line with the Attendance Policy H33
  • Responsible on a daily basis to order/receipt on the Trust’s ordering system for the Cleaning and Catering Operations Department, Unit 4

Responsibilities

  • The role will require you to maintain and provide a professional, comprehensive, accurate, high quality secretarial and administrative support service to the Cleaning and Catering Operations Team.
  • Provide an administrative role to the Deputy Cleaning and Catering Operations Managers, which includes diary allocation, typing and document management and administrative support. Liaise between various departments on a daily basis.
  • Knowledge administrative procedures and systems, some of which are routine and non-routine activities such as answering queries, progress chasing, task – related problem solving, acquiring through experience
  • Provide a prompt, accurate and well-presented typing service involving letters, agendas, minutes of meetings, reports etc. using the Trust IT systems
  • Prepares, edits and distributes correspondence, reports, forms and documents for the Cleaning and Catering Operations team
  • Management of electronic diaries, arrange appointments and prepare files, documents and paperwork for meetings as required
  • To support the Cleaning and Catering Operations team with, Health Roster, Rota, Training and Datix administration
  • Create databases/spreadsheets on a regular basis and update as and when required for the Cleaning and Catering operations department
  • Help the Cleaning and Catering Operations Management teams to maintain, produce and update staff sickness absence records for Cleaning and Catering Operations Department
  • Organise attendance meetings in line with the Attendance Policy H33, liaise with HR and the Deputy Operations managers for their diary’s and administer the correspondence for attendance meetings, to include, invite letters and outcome letters in line with the Attendance Policy H33
  • Responsible on a daily basis to order/receipt on the Trust’s ordering system for the Cleaning and Catering Operations Department, Unit 4

FAQs

What are the core working hours for this position?

The core business hours for this position are Monday to Friday, from 08:00 to 16:00.

What key responsibilities will I have in this role?

You will provide administrative support to the Cleaning and Catering Operations Team, including managing diaries, typing and document management, liaising with various departments, and supporting with Health Rosters and training administration.

Will I need to create and manage databases?

Yes, you will be responsible for creating and updating databases and spreadsheets as required for the Cleaning and Catering Operations Department.

Is experience with document management necessary for this role?

Yes, you will need to have knowledge of administrative procedures, including creating, editing, and distributing various documents and reports.

How will my performance be measured in this role?

Your performance will be measured by your ability to provide high-quality administrative support, maintain effective communication across teams, and manage tasks efficiently.

Is there an opportunity for professional development within this job?

Yes, we value continuous improvement and encourage employees to pursue opportunities for professional development within the organization.

Who should I contact for further details or informal visits about the job?

For further details or informal visits, you can contact Matthew House, the Facilities Business Manager, at matthew.house2@nhs.net or by phone at 01803 656116.

What is the work-life balance like in this role?

We actively encourage a good work/life balance, and Devon offers a variety of outdoor activities and a pleasant living environment.

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Torbay and South Devon NHS Foundation Trust

Better health and care for all

Science & Healthcare
Industry
5001-10,000
Employees
1948
Founded Year

Mission & Purpose

Torbay and South Devon NHS Foundation Trust is a healthcare organisation in the UK that provides a wide range of medical and community services. This includes hospital care, community health services, adult social care, and mental health support across Torbay and South Devon. The Trust's mission is to deliver high-quality, compassionate care, ensuring patients and their families receive seamless, integrated support. Their purpose is to improve the health and well-being of the local community by offering personalised, patient-centred care.