PA / Capital Administrator

at  Frimley Health NHS Foundation Trust

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 leavers 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 Departments 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

Please refer the Job description for details