Job overview

 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 Monday to Friday 8.00 am - 4.00 pm  - PLEASE NOTE a job share will be considered and can be discussed at interview.

The Senior Facilities Administrator is responsible for 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. Please note that we are currently trailing an M365 Copilot which is   Microsoft’s exciting Artificial Intelligence (AI) tool integrated into the Microsoft 365 suite, which includes apps like Word, Excel, PowerPoint, Outlook, and Teams. Think of it as a digital assistant, but far more intelligent and proactive which if approved and license depending will support this role.

Working and supporting 5 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 27^th April 2025 

Shortlisting w/c 28^th April

Interviews w/c 5^th May 025

Main duties of the job

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 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.

Working for our organisation

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

Flexible Working

If you're looking for flexible or predictable working arrangements, please speak to us about how we might be able to accommodate this. If it works for our service and patients, we will do our best to make it work for you.

 VISA's and Immigration system

Derbyshire Support and Facilities Services Limited currently do not offer a Certificate of Sponsorship, any applications which require sponsorship will not be considered at this point in time.

When DSFS Ltd are able to offer sponsorship to work in the United Kingdom (UK), applicants will be required to provide full and accurate details of your current immigration status on the application form.  Overseas applicants applying for entry clearance into the UK must present a criminal record certificate from each country they have resided in continuously or cumulatively for 12 months or more in the past 10 years.  Guidance can be found here Criminal records checks for overseas applicants - GOV.UK (www.gov.uk)

COVID19 Vaccination

Derbyshire Support and Facilities Services (‘DSFS’) is committed to ensuring the safety of all our staff and patients therefore encourages and supports staff to be vaccinated against COVID19 as this remains the best line of defence against the virus.

Communications 

Communications throughout the application process will be via e-mail therefore please check your e-mail account, spam folders and NHS Jobs (where applicable) account regularly.

References are also requested by email (where possible). Therefore, to speed up the recruitment process please provide an up to date email address for all referees when completing your application form.

If you require any support in completing the application form, please do not hesitate to contact the DSFS Human Resources team on 01246 513737 / [email protected] and we will be happy to provide assistance.

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