Band 4 - Emergency Planning & Operational Admin, Emergency Planning

The purpose of this post is to provide a range of administrative and business support to the Heads of Emergency Planning and Operational services, deputy head of Emergency Planning and Operational Services and the Emergency Planning and Operations Departments. If this role interests you and you hold the essential requirements, please apply.

The Administrator will be a key member of the departments, with a degree of freedom to act autonomously to free the heads of department to focus on their roles. The post holder will apply excellent judgement, discretion, and initiative, combined with excelled organisation, prioritisation and analytical skills. This is a substantive position (37.5 hours per week), based on the Watford General site and will require the post holder to be onsite during their working hours 9am - 5pm. There may be a requirement for travel to the other Trust sites.

• Prepare relevant agendas for meetings and conference calls.
• Write up meeting minutes and reports from key meetings.
• Filing of datasheet, logbooks, incident reports and correspondence.
• Escalate Incident and business continuity plans requiring updates to relevant divisions.
• Maintain incident log tracker.
• Update and maintain weekly on-call rota and weekend and bank holiday plans.
• Organise training and exercise sessions and meetings.
• Maintain training records of the on-call team.
• Supply data and information as and when requested by management.
• Place orders and raise POs as required by the teams through Integra or the IT portal.
• Report any faulty equipment to the appropriate agency.
• Collect and distribute post as required.
• Assist with movement of training materials around the trust to training rooms and other key areas.

As part of the role is to monitor various shared mailboxes within core hours. The role is supporting two small, but essential departments to help manage. You will provide an accurate and efficient admin service to the Emergency Planning and Operational Services Team, including general office duties involved with the rotas, plan production and distribution to the greater hospital community and external partners. Other office duties will include, but not limited to, the answering of phones, photocopying and scanning of forms, maintaining notice boards with up to date information, monitoring and responding as required to emails coming into shared mailboxes. To place orders required by Emergency Planning team on E-series etc. To act in the role of personal administrator for the Head of Emergency Planning and Operational Services when required and produce any meeting materials required.

• Educated to A-level, including English and Maths, or equivalent administration experience.
• Demonstrates a working knowledge and understanding of working with Senior Leaders.
• Awareness of wider NHS context.

• Experience of working in an office environment in administration role.
• Dealing with sensitive and confidential information.
• Experience of working in a customer service environment.
• Experience of note-taking and transcribing minutes.
• Understanding of Emergency Planning.
• Ability to understand and disseminate complex and differing concepts.
• Proactively presenting ideas for improvement.
• Awareness of NHS terminology.
• Knowledge of Cerner/Electronic Patient Record (EPR).

• Previous experience in administration role is essential.
• NHS Experience.

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.