Project and Office Support Assistant

Cornwall IT Services (CITS) provides a countywide service to the healthcare community of Cornwall including:
+ Programme and Project Management
+ Service Management and Operational Support
+ IM&T Education and Training
+ Data Quality
+ Primary Care IM&T advice
+ Records Management Service
The Cornwall IT Services is located across two sites and there are approximately 200 members of staff in the Department, including a Senior Management Team.
The main purpose of this post holder is to work as part of a small team providing office and project support across the department. The Administrative Team consists of three people, sharing an office., The post holder will undertake administrative duties for the Senior Management Team, provide a welcoming and professional administrative service to the CITS Department, provide a single point of communication for all CITS staff when they are out of their offices or otherwise unavailable, administer meetings, which will include taking minutes and transcribing them to a high standard and distributed in a timely manner and maintain both physical and electronic records for the department.
There are a number of Capital Projects that the department is undertaking and the post holder will help support these areas of work., Producing accurate and timely minutes of meetings that can sometimes be complex in nature.
Support a diverse Senior Management Team to enable them to focus on what is important without distraction.
Organise and arrange meetings (including equipment), sometimes with external customers such as suppliers, representatives from companies and NHS colleagues from other organisations. Use of the BookWise system to arrange venues.
Maintain the physical and electronic personnel files of staff working in CITS, in a secure environment, keeping track when they are moved from the department.
Updating the Healthroster system for staff absences, entitlements and on call duties.
Support Managers in staff absence processes such as Maternity/Paternity/Long Term Sickness.
Support Managers in the production of personnel documentation such as Contract Amendment Forms and personnel files.
Assist in facilitating the Freedom Of Information (FOI) process for the department.
Ordering of equipment, stock and consumables for the department.
Organise travel and accommodation.
Manage parking permits for staff and visitors.
Arranging training sessions for staff.
To deal with Suppliers and Company Representatives, who can sometimes be demanding in nature.
Transcribe and type minutes and notes of disciplinary hearings and general meetings if required.
Log estates issues when requested via the MICAD system.
Due to the high volume of applications we receive we are unable to inform candidates in writing if they have been unsuccessful at the shortlisting stage. Therefore if you have not received a reply within 21 days of the closing date you must assume that, on this occasion your application has been unsuccessful. By logging into your account on the website, this may provide you further information on the status of your application. If you wish to obtain feedback regarding your application, you will need to telephone the manager of the post which will be detailed in the vacancy advert.
Applications from job seekers who require sponsorship to work in the United Kingdom (UK) are welcome and will be considered alongside all other applications. Please note that from January 2021, to work in the UK all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship unless you have permission to work via another route. Non UK / RoI candidates wishing to apply can self-assess the likelihood of obtaining a Certificate of Sponsorship here Work in the UK.
It is vital that you 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.
Not everyone needs a 'Skilled Worker' visa. If you are applying for a vacancy in health or adult social care, check if you're eligible to apply for the Health and Care Worker visa instead. It's cheaper to apply for and you do not need to pay the annual immigration health surcharge.
Should you be unsuccessful at interview, please be aware that your job application and related documents will be retained confidentially for a period of 12 months.
Benefits include optional pension and life assurance. The Trust has a dedicated Childcare Co-ordination Team who can support and advise staff on childcare related issues.
We are committed to ensuring our staff are developed, engaged and supported to work in different ways to support a changing environment in which we operate and deliver services
The Royal Cornwall Hospitals Trust is a non-smoking organisation. Smoking will not be permitted on any of the sites.
Should you require an alternative format of this application form (such as Braille, audio or large print), please telephone
In submitting an application form, you authorise Royal Cornwall Hospitals NHS Trust to confirm any previous NHS service details via the Electronic Staff Record Inter Authority Transfer process should you be appointed to the post.
COVID-19 Vaccinations
Update - NHS employees/applicants of frontline posts at the Royal Cornwall Trust are no longer required to be fully vaccinated against COVID by 1 April 2022. This is pending the public consultation and Parliamentary review announced by the government. We may however request immunisation status but this will not impact working with the Trust
Royal Cornwall Hospital is an Equal Opportunities employer.

To be able to multi-task in a very busy office environment, often with conflicting deadlines.

The CITS Administrative Team consists of three people, sharing an office managed by the Deputy Service Manager, Records Management.
Cornwall IT Services is located across two sites and there are approximately 200 members of staff in the Department, including a Senior Management Team.