Band 4 - Emergency Planning & Operational Admin, Emergency Planning
Job Description
Job summary
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 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.
****** IMPORTANT INFORMATION - PLEASE READ ******
Please note - we are unable to obtain a Certificate of Sponsorship (Work Permit) for this role.
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 PO's as required by then teams through Integra or the IT portal.
Report any faulty equipment to appropriate agency.
Collect and distribute post as required.
Assist with movement of training materials around the trust to training rooms and other key areas.
About us
With a new hospital planned for Watford and work underway to update theatres at St Albans City Hospital, this is an exciting time to join us.
We are building on the success of our award-winning virtual hospital and re-imagining models of care, working ever more closely with partners and making the most of advances in digital healthcare.
Staff wellbeing and development are a priority at our Trust, as is the role of innovation in improving clinical care, outcomes and patient experience.Our vision is Excellent patient care, together and our values are to be empowered, compassionate, professional and inclusive. They capture an important balance across what we must all do as individuals and to support others.
At West Herts we offer a variety of flexible working options as we recognise the importance of a good work life balance and the ability to work flexibly.
www.westhertshospitals.nhs.uk/flexibleworking
We kindly invite you to consider submitting an application.
If you have a disability or long-term health condition and should you require support or guidance please contact westherts.recruitment@nhs.net
If you are a Service Leaver, Veteran, Military Reserve, Cadet Force Adult Volunteer, or partner/spouse of those serving please tick "Member of the Armed Forces Community" on the application form.
If you do not hear back within 3 weeks of your application, please assume you have been unsuccessful on this occasion.
Job responsibilities
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.
Sitrep reports and inventory numbers being produced at key times during the week.
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.
Person Specification
Education and qualifications
Essential
- Educated to A-level, including English and Maths, or equivalent administration experience
Desirable
- Demonstrates a working knowledge and understanding of working with Senior Leaders
- Awareness of wider NHS context
Knowledge
Essential
- 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.
Desirable
- 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
Essential
- Previous experience in administration role is essential
Desirable
- NHS Experience
Disclosure and Barring Service Check
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.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details
Employer name
West Hertfordshire Teaching Hospitals NHS Trust
Address
Watford General Hospital
Watford
WD18 0HB
