Job Description

The post holder will be a key member of the Estates & Facilities directorate and will have an important role in ensuring delivery of a high quality Estates service and providing administrative support to the E&F team.The post holder will provide a comprehensive Administration service to the Estates team.The post holder will be working in a fast-paced environment, which requires a calm but proactive approach with the ability to multi-task whilst being thorough. Meeting management and maintenance of Project and Programme documentation form a large part of the role, as does a high volume of standard administrative tasks including the preparation of correspondence, presentation, briefing, Board and complex papers. Attention to detail is paramount in this post, as is the ability to prioritise workload.Main duties of the jobThe post holder will provide administration support by; attending meetings as minute taker (including taking a record of attendees, any apologies, record and transcribe notes and actions of meetings), distribution to all required within an appropriate timescale, maintain an action log and following-up actions outside of meetings. Preparing agendas, distributing notes of meetings including documenting group discussions as necessary and manage email accounts, ensure emails are actioned/disseminated, throughout each working day.About usChelsea and Westminster Hospital NHS Foundation Trust is one of England's top-performing and safest trusts. We operate two main acute hospital sites--Chelsea and Westminster Hospital and West Middlesex University Hospital--along with award-winning clinics across North West London.Our nearly 7,500 staff care for a diverse population of 1.5 million, providing full clinical services, including maternity, A&E, and children's services, plus specialist HIV and sexual health clinics. The Care Quality Commission rates us 'Good' in safety, effectiveness, care, and responsiveness, and 'Outstanding' in leadership and resource use.We continually invest in our facilities, including a xc2xa330m expansion of critical care at Chelsea and Westminster and an xc2xa380m Ambulatory Diagnostic Centre at West Middlesex.We are committed to equal opportunities and believe that diversity drives innovation and excellence. As part of our dedication to equity, we actively welcome applications from individuals from the global majority, veterans and underrepresented communities. We value the unique perspectives and experiences that diverse teams bring and are committed to creating an environment where all voices are heard, respected, and empowered to succeed."If you haven't heard from us within three weeks of the closing date, your application was likely unsuccessful. Employment is subject to a six-month probationary period.Some roles may require weekend shifts at multiple sites.Date posted24 February 2025Pay schemeAgenda for changeBandBand 4Salaryxc2xa331,944 to xc2xa334,937 a year per annum inc HCASContractFixed termDuration9 monthsWorking patternFull-timeReference number289-CR-1690Job locationsChelsea369 Fulham roadLondonSW10 9NHJob descriptionJob responsibilities

• Daily contact with the Estates Team to prioritise work for the day/week.
• Co-ordinate the diaries of Senior Managers and assist with the day-to-day efficient running of the office.
• Act as a point of contact for all communications and deal with appropriately, including the exchange of sensitive or contentious information
• Ensure all queries into the office are dealt with in a timely and professional manner, initiating actions and follow ups and reporting progress as appropriate, using judgment to ensure that messages and actions are prioritised and brought to the attention of the relevant member of the team with any supporting information.
• Administration duties, responding in a professional manner in line with data confidentiality procedures. Be able to work in a fast paced, busy environment.
• Set up and co-ordinating meetings for the Estates team including booking venues, preparing agendas, completing minutes/action notes, and detailing schedules. This may include coordination with external stakeholders.
• Prepare presentations and briefing papers, project update documentation and distributing to members.
• Use word processing packages and Microsoft Office to produce various documents.
• Daily use of Outlook for communication (sending/receiving e-mails), as well as booking and checking of meeting rooms and equipment booking.
• Support with project coordination and implementation, including high-level administration support.
• Perform routine clerical duties e.g. photocopying, reports and other similar documents to specific formats using appropriate software packages and office equipment.

• Daily contact with the Estates Team to prioritise work for the day/week.
• Co-ordinate the diaries of Senior Managers and assist with the day-to-day efficient running of the office.
• Act as a point of contact for all communications and deal with appropriately, including the exchange of sensitive or contentious information
• Ensure all queries into the office are dealt with in a timely and professional manner, initiating actions and follow ups and reporting progress as appropriate, using judgment to ensure that messages and actions are prioritised and brought to the attention of the relevant member of the team with any supporting information.
• Administration duties, responding in a professional manner in line with data confidentiality procedures. Be able to work in a fast paced, busy environment.
• Set up and co-ordinating meetings for the Estates team including booking venues, preparing agendas, completing minutes/action notes, and detailing schedules. This may include coordination with external stakeholders.
• Prepare presentations and briefing papers, project update documentation and distributing to members.
• Use word processing packages and Microsoft Office to produce various documents.
• Daily use of Outlook for communication (sending/receiving e-mails), as well as booking and checking of meeting rooms and equipment booking.
• Support with project coordination and implementation, including high-level administration support.
• Perform routine clerical duties e.g. photocopying, reports and other similar documents to specific formats using appropriate software packages and office equipment.

• 2 years customer service and or administration related

• 2 years administrator experience in a similar role

• 2 years customer service and or administration related

• 2 years administrator experience in a similar role

NHS