Contract Administrator – Nottingham University Hospitals NHS Trusts
Job Description
The post holder will provide support within the Governance and Education structure and provide team support. The post holder will manage day-to-day responsibilities, team activities and events associated with the team especially those linked to the local and national requirements and standards. The post holder will provide support to team members and accountable parties in the creation and planning of key events and work closely with the team and associated colleagues to ensure planning is executed in a timely manner. The post holder will be responsible for using systems and setting up systems and databases where none previously exist and their ongoing maintenance, and will run reports on ad hoc and regular occasions.
The post holder will have demonstrable expertise in a full range of administrative and organisational policies and procedures, including analytical skills acquired through training and relevant experience. The post holder will be expected to work flexibly and will be given the autonomy to prioritise work to ensure that team managers are fully briefed, prepared and well supported. The post holder will be expected to seek advice when necessary but will be responsible for managing own area of work. KEY JOB RESPONSIBILITIES Routine and Admin responsibilities The post holder, on a day to day basis will manage the processes and associated administration of the governance/education structure, including achieving a high standard of administration support services and ensuring staff sickness, absence and annual leave are acknowledge and recorded in line with the trust procedures.
Provide daily co-ordination and management of electronic diaries, events and activity, receive all forms of communication, ensuring they are prioritised appropriately Utilise an efficient bring forward system to ensure senior staff are kept informed of all requirements to support activities, including escalating problems where needed Draft agendas for meetings and responses to correspondence. Ensure databases kept up to date in an accurate way and be prepared to provide data and reports on a routine and ad-hoc basis, maintain efficient manual and electronic filing systems. Advanced keyboard skills are required in order to analyse data, compile reports, appraise and summarise reports and respond to routine daily email correspondence, electronic feedback, review information and data. Be available during normal working hours to deal with team and staff issues and when not available, ensure that systems are in place to allow team members to access required information Financial Responsibilities: Ensure that funding is managed for business critical training and prioritised and distributed in accordance with service needs, in conjunction with team members.
Communication and relationship skills: Use excellent communication and interpersonal skills to build relationships and interact with individuals within healthcare at all levels. Produce written communications as required which are clear, fluent, concise and easily understood. To act as a central point of contact, using a variety of communication methods including via telephone, email and face to face. Communicate complex, sensitive information diplomatically and professionally.
The post holder will be expected to plan and facilitate high level meetings, with a wide range of external organisations/agencies. The post holder will support the organisation of events/conferences, speakers, delegates, housekeeping and managing a range of projects. There will be a regular requirement to take, transcribe formal minutes, and create reports, documents, and drawings using IT packages (including Word, Excel, Outlook, Power Point, and Publisher), to create reports using advanced keyboard skills. Analytical & Judgemental Skills: To ensure that any tasks relevant to team responsibilities are effectively managed and escalated where necessary.
Collect, correlate and analyse necessary data, ensuring information is recorded and presented accurately and disseminated appropriately including the need to manage the administrative functions of the programme, liaising with teams and analysing data The post holder will be expected to produce analytical reports that demonstrate impact of team work. The post holder will be expected to maintain concentration whilst undertaking intense pieces of work, despite having to respond to frequent interruptions and unforeseen events. Planning & Organisational Skills, Service development: Assist in the planning and organisation of feedback systems/activities to include training events, meetings, taking minutes/notes, arranging venues, external training courses and recruitment events, ensuring reporting structures are maintained and managed appropriately. Working across a range of team activities, managing and re-arranging when needed.
To plan, organise and co-ordinate the day to day operations of the team. Act as a knowledge resource for others in issues relating to team responsibilities Support social media strategy by sharing information posts as much as possible. Organise and take key actions from any relevant meetings and keep track of action logs. Professional Development: Take responsibility for personal performance and own development needs in line with development pathway Attend mandatory training appropriate to the role and undertake basic workplace assessments to ensure health and safety, infection control guidelines etc.
are adhered to.
Location : Nottingham NG5
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