PA / Capital Administrator

PA / Capital Administrator

Job Overview

The core role for the post holder will be to provide a comprehensive administrative support to the Capital Projects Team. This is an exciting and dynamic role where you will be the face of the department leasing with contractors, suppliers and the Trusts clinical teams.

Main duties of the job

You will be required to provide a high-level, professional secretarial administrative and clerical support service, including producing, reports, administering and organising programmes of meetings and undertaking minute taking. You will need experience on managing busy diaries and ensuring the Director is fully equipped with all briefing and information prior to Chairing or attending meetings.

Working for our organisation







There’s never been a more exciting time to build your career at Frimley Health, one of the country’s largest and most respected trusts

Frimley Health NHS Foundation Trust (FHFT) has an outstanding reputation and a proud record of achievement. We have an ongoing commitment to improving the health and care services for the 900,000 people we serve across Berkshire, Hampshire, Surrey and south Buckinghamshire.

We continue to invest in our services and facilities, including a £10 million upgrade to the hospital maternity unit as well as £49m major new Emergency Assessment Centre on our Wexham Park site. The opening of a brand new £100m state of the art hospital which replaced the existing hospital facility at Heatherwood and are planning to invest further in diagnostics and inpatient capacity at Frimley Park.







We have also made significant investment in our quality improvement and digital programmes to support our vision and we will ensure that we achieve our aim of providing the highest quality healthcare to our patients. Our new EPR – Epic – went live in June and we are already beginning to reap the benefits of this ambitious investment.

Our three core values, and the behaviours that support them, guide everything we do and set out what we expect of our staff in the way they treat patients, visitors, service users and each other.

If you have a passion for clinical excellence, patient care and your own career development, you’ll feel at home at Frimley Health.

Detailed Job Description And Main Responsibilities

- Keep annual leave and sickness records up-to-date and complete monthly absence return forms, ensure return to work interviews,





6 month probationary reviews and yearly appraisals are carried out by the managers and paperwork is completed. Ensure electronic and hard copies of HR staff records are kept up-to-date.
- In conjunction with HR and the PMO Manager manage the recruitment process through the online system TRAC, assist with new starter and leaver’s process and any other recruitment administration support as and when required.
- Book internal training courses for Capital Projects Team using ESR online system.
- Provide cover on tenders cross-site using the agreed e-tendering system in the absence of the Project Support Officer and Finance Manager.
- Provide cover to the Finance Manager in their absence ensuring that relevant purchase orders are raised and authorised.






- Organise Capital Team Away Day events including liaison with external team coach, booking venues, catering and preparing agenda and presentations.
- Update the Department’s organisation chart as and when required.
- Ensure staff contact list is kept up-to-date.
- Collect and distribute post.
- Provide additional administrative support to cross-site as and when required.
- The post holder will provide a personal assistant service to the Associate Director of Capital and Head of Projects, and provide administrative support to the Capital Projects Team.
- To co-ordinate the activities and work of the Associate Director of Capital, this will involve confidential and sensitive issues.
- To efficiently mediate enquiries internally and externally. In the absence of the Associate Director, and Head of Projects,





to redirect to SPM and / or appropriate Manager within the Capital Projects team.
- Provide a full administrative support service to include diary management and coordination of meetings. As the point of contact, use initiative and judgement to bring forward items as appropriate, such as drafting agendas, and liaising with members of the group to ensure that all paperwork is collated.
- Ensure meeting agenda is finalised and distributed within the correct timescale prior to meetings taking place and assist with venue and catering arrangements when required.
- Type and format papers and reports following the corporate style, in a timely manner to enable further revisions to be made should this be required. Service and organise meetings,





including the taking of minutes and their prompt production for the Chair to check.

Person specification

Qualifications

Essential criteria

- GCSE Maths and English grade C or above or Equivalent job based experience.
- Understanding of confidentiality & Data Protection within the NHS.

Desirable criteria

- Professional qualification.

SPECIFIC COMPETENCIES FOR ROLE e.g., communication, problem solving, leadership

Essential criteria

- Ability to work effectively as part of a team and to contribute to that team to ensure the Directorate works effectively. Be flexible and be able to adapt to a changing environment.
- Advanced level of Microsoft Office suite, including Word, Excel, Project, PowerPoint and Outlook
- A strong customer focus,





with experience of working with internal and external stakeholders at all levels.
- Proven written and verbal communication skills with ability to interact effectively with internal and external customers, stakeholders, business representatives, technical and operational staff at all levels.
- Good time management skills, able to work to strict deadlines.
- Self-starter, ability to plan own workload, well organised, motivated, work with minimum supervision.

Desirable criteria

- Creating monthly reports from database

Professional/Specialist/Functional Experience

Essential criteria

- Experience in a similar role include a broad range of secretarial and administrative duties at Senior Management or Director level






- Experience of minute taking at high level meetings.
- Experience of organising events.
- Experience of working in a busy office environment

Desirable criteria

- Work within the NHS/Acute Trust.
- Working in a building or construction environment.

VALUES AND BEHAVIOURS

Essential criteria

- We will expect your values and behaviours to mirror those of the Trust, available at: http://www.frimleyhealth.nhs.uk/wp-content/uploads/2014/10/FH-our-values-for-internet.docx

Special Requirements

Essential criteria

- May be required to work out of hours.
- May require some travel between Trust sites..

Frimley Health NHS Foundation Trust (FHFT) has an outstanding reputation and a proud record of achievement. As a well performing, well led and ambitious Foundation Trust, we have exciting times ahead of us. We have an ongoing commitment to improving the health and care services for the 900,000 people we serve across Berkshire, Hampshire, Surrey and south Buckinghamshire.

We are proud of the ambitions laid out in our strategy, Our Future FHFT, including our vision to be a leader in health & wellbeing, delivering excellence for our communities.

We continue to invest in our services and facilities, including a £10 million upgrade to the hospital maternity unit as well as £49m major new Emergency Assessment Centre on our Wexham Park site. The opening of a brand new £100m state of the art hospital which replaced the existing hospital facility at Heatherwood and are planning to invest further in diagnostics and inpatient capacity at Frimley Park.

We have also made significant investment in our quality improvement and digital programmes to support our vision and we will ensure that we achieve our aim of providing the highest quality healthcare to our patients. Our new EPR – Epic – went live in June and we are already beginning to reap the benefits of this ambitious investment.

Our three core values, and the behaviours that support them, guide everything we do and set out what we expect of our staff in the way they treat patients, visitors, service users and each other, Committed to Excellence, Working Together and Facing the Future.

Apply online now

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▶️ PA / Capital Administrator
🖊️ Frimley Health NHS Foundation Trust
📍 Slough