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. 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.

Main duties of the job:

• 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.
• To 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, you will 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 are not limited to, answering 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 the 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.

Person specification:

Education and qualifications:

• 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.

Knowledge:

• Experience of working in an office environment in an 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).

Experience:

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

This vacancy may close early if it receives a high number of applications. Please complete and submit your application in good time to avoid disappointment.