Facilities Services Senior Admin Co-Ordinator

A vacancy has arisen for a Senior Facilities Administrator within the Facilities Administration Office in the Estates Department working for Derbyshire Services Facilities Services (DSFS) based at Chesterfield Royal Hospital.

Working hours are Tuesday to Friday 10\.00am \- 4\.00 pm \- PLEASE NOTE there may be times when flexibility will be required due to service provisions.

The Senior Facilities Administrator is responsible for issuing Identification badges and access control requirements and co ordinating minutes and action logs within an agreed timeframe and supporting the meeting chair to deliver robust documentation for a wide range of meetings using own initiative whilst supported by M365 Copilot Artificial Intelligence tool integrated.

Working and supporting 6 administrators in at busy environment where every day is different, from greeting and sign posting contractors to taking a maintenance call to ensure the hospital is a safe environment for patients, visitors and colleagues, arranging Identification badges and removing and adding access to areas when requested. You will be expected to work closely with the team and prioritise and provide elements of cover for annual leave to ensure service continuity and resilience.

Closing date 19th July

Interviews w/c 3rd August

Briefly the role provides specialist clerical and administrative services to senior facilities services staff. Working closely with peers for service continuity and resilience. The role is responsible for processing staff identification badge request ensuring appropriate access levels are assigned in line with relevant policies and procedures inline with the Trust and for organising and facilitating meetings and events, producing meeting action notes, agendas, as necessary. These meetings can also take please using the Teams system and are planned to be supported by M365 copilot. To effectively manage diaries as requested, ensuring that all staff are supported in achieving their requirements in respect of meeting arrangements and associated administrative processes.

Maintain a balanced workload to ensure all requirements are resourced and targets met along with the ability to work independently, using own initiative, prioritise workload.

To be responsible for correspondence and reports including drafting and typing of letters again if approved and licence depending on M365 Copilot Artificial Intelligence (AI) will support this role.

Provide admin support within a busy office environment if requested.

To proactively book meetings in by planning into the following year – maintaining a record of meetings booked.

Derbyshire Support and Facilities Services Ltd. (DSFS) is a subsidiary company that’s 100% owned by Chesterfield Royal Hospital NHS Foundation Trust.

DSFS has just under 1000 staff across Soft and Hard Facilities Services, and our corporate services including, ICT, Patient Records, Switchboard, Procurement, Finance and Clinical Engineering. Very much part of the ‘Chesterfield Royal family’, DSFS builds on solid NHS foundations to offer a more commercial approach that’s dynamic, flexible, and proactive.

DSFS are proud to be striving to achieve a truly diverse and inclusive flexible workforce by valuing and welcoming everyone’s abilities, uniqueness, and individuality. All our colleagues have the right to and should be able to feel 100% themselves at work; we believe that all our people add to and should improve our culture and not just fit in with it. By embracing our diverse backgrounds and differences our culture becomes richer and makes us stronger together.

Derbyshire Support and Facilities Services Limited currently do not offer a Certificate of Sponsorship, any applications which require sponsorship will not be considered

Please see the Job description and Person Specification attached to this vacancy. This document contains a full detailed description of the role and what the main responsibilities and duties are along with the criteria that is required .

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