Estates & Sustainability Administrator

EMAS Community Response Team; Bulwell; On-site; GBP 21,000 - 25,000; Full time

Job summary

East Midlands Ambulance Service NHS Trust is seeking an Administrative Assistant to support the Chief Executive and Executive Directors. You will help manage the Executive Directors' portfolios, handle the generic inbox, arrange travel, and maintain records with a focus on accuracy and timeliness.

You will join a busy admin team, receive formal training, and contribute to efficient office operations. Strong organisation and communication skills are essential for success.

Qualifications

• Educated to GCSE level or equivalent in English and Maths grade C or above.
• Competent in Microsoft Office software.
• Good command of written English language.
• Experience of working in an administrative or secretarial role.
• Ability to accurately take notes in meetings.
• Good organisational skills.
• Ability to plan own time.
• Ability to handle and prioritise multiple tasks.
• Flexible, enthusiastic and positive attitude.

Responsibilities

• Provide support to the Reception team for lunchtime and holiday cover of the main Headquarters reception and switchboard.
• Answering emails in the generic admin inbox and allocating emails for action to the correct person.
• Receiving and logging and then processing correspondence through to signature following the team's established systems.
• Using skills in Microsoft Outlook, Excel and Word. Also Microsoft Teams for arranging diary dates and meetings.
• Follow established systems and processes and maintain tracking spreadsheets for correspondence.
• Booking travel including rail and hotels.
• Dealing with incoming and outgoing mail.
• Reception duties to cover absence.
• Processing correspondence for signatures.
• Room bookings and setting up for meetings, including ordering lunch and refreshments.

Skills

Attention to detail

Team player

Good written English

Organisational skills

Education

GCSE English & Maths

Tools

Microsoft Office

Outlook

Excel

Word

Teams

Job description

We are East Midlands Ambulance Service (EMAS), an organisation focused on delivering a high standard of emergency and urgent care to our patients across the region.

The East Midlands Ambulance Service NHS Trust (EMAS) provides Emergency, Urgent and Non-Emergency pre-hospital care and transport across six counties (Derbyshire, Nottinghamshire, Lincolnshire, Leicestershire & Rutland and Northamptonshire).

Job overview

We are a busy admin team in the East Midlands Ambulance Service providing a comprehensive admin service to the Chief Executive and Executive Directors. We are looking for an enthusiastic person to join our admin team as an Administrative Assistant. You will be keen to learn and develop your admin skills to help provide support to our busy team managing the Executive Directors portfolios. Do you have an eye for detail? enjoy learning new processes? a team player and happy to help? Then this might be the role for you. In return you will have the opportunity to receive formal training and development to further enhance your skills and experience.

Main duties of the job

Provide support to the Reception team for lunchtime and holiday cover of the main Headquarters reception and switchboard. Answering and transferring calls and dealing with visitors, parcel deliveries etc.

Answering emails in the generic admin inbox and allocating emails for action to the correct person.

Receiving and logging and then processing correspondence through to signature following the team's established systems.

Using skills in Microsoft Outlook, Excel and Word. Also Microsoft Teams for arranging diary dates and meetings.

Working for our organisation

We are a small but busy corporate admin team and need an Administrative Assistant to help keep us all on track! You will be the lead person managing our busy generic inbox and keeping our correspondence trackers up to date. You will be the important person booking travel requests on our travel system, this could be staff going to external meetings on the train or could be a group of our trainee front line staff going to a residency for a few days training.

Detailed job description and main responsibilities

Following established systems and processes and maintaining tracking spreadsheets for correspondence. Booking travel including rail and hotels. Dealing with incoming and outgoing mail. Reception duties to cover absence. Processing correspondence for signatures. Room bookings and setting up for meetings, including ordering lunch and refreshments.

Job Description attached with full details.

Person specification

• Educated to GCSE level or equivalent in English and Maths grade C or above
• Competent in Microsoft Office software
• Good command of written English language
• Experience of working in an administrative or secretarial role
• Ability to accurately take notes in meetings
• Good organisational skills
• Ability to plan own time
• Ability to handle and prioritise multiple tasks
• Flexible, enthusiastic and positive attitude

The East Midlands has a lot to offer:

Making a Difference

Action Packed Roles

Support and Belonging

Accessibility

If you have any accessibility requirements at any point during the recruitment process, then please contact the recruiting manager.

If you haven’t heard back from us within eight weeks of the closing date please consider your application unsuccessful.

Due to the high volume of applications received we are unable to provide updates on the progress of applications and only successful candidates at shortlisting stage will be contacted, regrettably feedback will not be provided. If you are unsuccessful at this stage please refer back to the job description, person specification and advertised requirements for ways to improve your future applications.

Internal candidates applying for vacancies must have completed their probationary period (stated within your contract) at point of application.

East Midlands Ambulance Service NHS Trust is an equal opportunities and Disability Confident employer,committed to ensuring equality of opportunity. We actively encourage interest from across our diverse communities. Black and Minority Ethnic staff are currently under-represented within our workforce, and we welcome applications from within these communities.

We are keen to promote a positive work-life balance. We recognise the importance of being able to spend quality time with family and friends and to engage in your own personal interests outside of work, which alongside work helps us to lead healthy and fulfilling lives. We are committed to embedding the NHS People Promise to support colleagues to work flexibly in a way that works for our patients, for us and for you. Many of our staff already work flexibly in many different ways, including job share, part-time or other flexible working patterns. Please talk openly to us at interview about flexible working opportunities. In addition, if a role is advertised as home based, we remain committed to supporting flexibility around workplace locations, so please talk to us about the options available to you. If it works for our service, we will do our best to make it work for you.

At EMAS we believe that our culture should be built upon our core values and that our behaviour should reflect these. Our values – respect, integrity, contribution, teamwork and compassion - underpin everything we do – how we deliver our services and how we work with each other. We believe that it’s our people who make EMAS what it is.

Our Vision -Respondingto patient needs in the right way,developingour organisation to become outstanding for patients and staff, andcollaboratingto improve wider healthcare.

Please note we reserve the right to withdraw this vacancy if an internal member of staff on our redeployment register expresses an interest and is successful for this vacancy, or if a sufficient number of applications is received.

Please be aware if you are applying for a Frontline role, an Enhanced DBS clearance check will be required, and depending on the nature of other non-patient facing roles this check may also be required if offered a position with EMAS (Al l spent and unspent convictions must declared).

If you are not part of the update service, you will be liable for the payment and this will be deducted from your first months’ salary. The current cost of an enhanced DBS check is £55.38.

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