CHS Apprentice Administration Officer

Company Compliance & Information

·       Information gathering and auditing for the compilation of the Department of Health Premises Assurance Model (PAM) compliance model.

·       Support with the collation of the Estates Return Informaiton Collection (ERIC) annual return when required.

·       Be responsible for the completion of the company annual customer care survey.   

·       Responsibility for maintaining an up-to-date record of company / trust strategies and policies ensuring they are in date, written correctly and available via the company and Trust website, which includes liaising with departmental managers to ensure compliance on a regular basis.  

·       Responsibility for co-ordinating responses for Freedom of Information (FOI) requests on behalf of the company to set deadlines, ensuring the Managing Director has sight of these returns.

·       Responsibility for ensuring the company risk register is accurate and well managed on a monthly basis and producing a monthly report for the company and CHFT.

·       Responsibility for managing the company compliance register ensuring it is accurate and up-to-date.  This involves ensuring that all regulatory inspections, audits and visits are recorded appropriately and the register is kept up-to-date.  This includes providing regular reports to patient quality and safety committee.

·       Responsibility for co-ordinating company’s complaints, compliments and concerns and provide a monthly report for the patient safety and quality committee.

·       Responsibility for managing the patient survey results.  This includes providing monthly reports to the patient safety and quality committee.

·       Responsibility for ensuring all company business continuity plans are in date and an accurate register is maintained. This will also need to be entered onto the company intranet page and shared with CHFT.

 Company Communication

·       Responsibility for regular communication and engagement with a diverse group of colleagues across the company using various media technology ensuring a high level of accuracy and engaging content.  This includes but not limited to a monthly TEAM newsletter, management of suggestion scheme, promotional posters.

·       Responsible for the Company (CHS) Social Media pages and regularly updating them with important updates and good news stories, job vacancies etc whilst engaging with the external communications that these pages receive.

• Responsible for ensuring the CHS Intranet and website pages are managed and up-to-date.
• Responsible for compiling weekly screensaver suites for Webteam to deploy.
• Responsible for monitoring and responding to any 'CHS Contact Us' emails.
• Responsible for organising monthly Spotlight Awards by collating nominations, circulating nominations for selection and creating and circulating monthly Spotlight Award certificates, to include updating MD Update

Company Administration

·       Electronic diary management planning using time management skills, including arranging and acceptance of meetings as requested by the Managing Director.

·       Establishing and maintaining systems to assist the Managing Director in their day-to-day work. To include, chasing up responses to queries, forward planning and co-ordination of agendas and meetings.

·       Responding to emails and telephone messages that require actions that can be completed on MD behalf.

·       Arrange meetings and / or sessions for the company for example: briefings, meet & greet meetings, senior management meetings, or meetings on behalf of other services within the company, by means of TEAMS and / or face to face, ensuring venues are booked and have appropriate equipment and facilities.

·       To carry out general office duties such as data-entry, maintaining and updating files, stationary ordering, photocopying, laminating and scanning.

·       Supporting the co-ordination and arranging of company christmas gifts / NHS Estates & Facilities Day.

• Arranging access for new starters, leavers and movers to the company network drives.
• Ensure company information such as structure charts, departmental information and contact lists are up to date, accurate and relevant.

 Wider Responsibilities

·       To deputise as minute taker if requested, to ensure that all company meetings are recorded, including CHS Board.

·       To provide cover as deputy when Company Secretary is unavailable. This may include attendance at meetings, ensuring you are fully resourced and aware of the information needed to present.   Cover for any duties and workloads required.

·       Provide mutual support to the whole CHS team during times of annual leave, workload pressure and sickness as directed by the Company Secretary.

·       To be the responsible member of the team when Company Secretary is not available and be in a position to fix any issues that arise.

This job description is an outline of the main duties of the post.  The post holder will be required to undertake other duties commensurate with the band as directed, either at initial place of work or at any establishment that CHS determines suitable and as directed by the Company Secretary or Managing Director .  The content of this post will be reviewed in consultation with the post holder when necessary and in line with service developments.