Lancashire Teaching Hospitals NHS Foundation Trust
We are looking for a highly organised individual to join our exceptional Building Department within Estates Services at the Royal Preston Hospital.
As a Trust, we are committed to promoting and encouraging professional development. We provide an environment where individuals with relevant experience can further their careers through education and training.
You will liaise with various suppliers and finance departments to handle orders, invoice queries, and payments. Effective organisation and management of your own workload will be crucial, and you will also support the Front of House maintenance team.
Main duties of the job
You will provide efficient secretarial and administrative support to the Operational Estates Management Team, ensuring smooth operation of the Estates Information Database systems. This includes processing financial, procurement, and asset data, as well as maintaining a Contractor CIS database. You will be responsible for running, formatting, validating, and issuing final invoicing data for contractor and supplier payments. While you will be accountable for your own actions, you will be expected to manage your workload independently, with minimal supervision.
Demonstrating excellent organizational skills, flexibility, and the ability to take initiative, you will uphold consistently high standards of professionalism. You will report directly to the Estates Building Services and Contracts Manager, who will oversee the provision of a comprehensive range of secretarial and administrative functions supporting the Operational Estates Management Team.
All duties and responsibilities must be carried out in line with the competency levels defined in the SKSF outline for this role. Additionally, all staff are expected to adhere to the Trust's core values and behaviours.
Job responsibilities
* Ensure that the Facilities Management (FM First) and Mobile Task Management Systems are kept up to date and accurate in terms of calls logged and completed, and that notes and supporting documentation are added to the system as necessary ensuring job feedback.
* Running off monthly activity reports in respect of performance for both reactive and planned maintenance work.
* Help plan and set up all preventative maintenance (PPMs) jobs, both statutory and non-statutory. Respond to difficulties and faults raised by customers and users of the Facilities Management Software systems.
* Organise priorities and deal with maintenance requests, providing call logging, analysis and resolution services for service users in relation to all estates issues.
* Provides an efficient telephone helpline service, dealing with requests from customers/clients for a range of services delivered by the Directorate, i.e., building, engineering, waste management, etc.
* Liaises with various Suppliers/Finance regarding raising orders, invoice queries, payments, etc.
* Processes stock/non-stock requisitions via Oracle system.
* Ensure adequate stationery stock levels are available and kept secure for the department.
* Ensures that monthly Staff Attendance Record is accurately recorded and submitted within Health Roster in the necessary timescales, including the coordinating of additional hours, on-call hours, etc. for all departmental staff.
* Organise and keep up to date all departmental training records.
* Provides training and mentorship to new starters and colleagues as required, which includes discussion, explanation, shadowing and practical demonstration.
* Manages correspondence within the department, open incoming mail, sort, collate and arrange distribution.
* Arranges meetings and manages appointments.
* Word processing of contract and other documents in addition to general correspondence.
* To assist in the production of reports and carries out filing, photocopying and laminating of documents.
* Manages and develops filing systems within the department.
* Develop and maintain effective working relationships with managers, colleagues, contractors and trust wide service users.
* Provide managerial, technical and operational advisory support to the maintenance staff and contractors to the Trust.
* Provide operational advisory support to Trust staff and managers to ensure compliance with all safety standards and procedures.
* Replies to routine correspondence on behalf of the management team, prepare agendas, take formal minutes at meetings for distribution to external and internal contacts, research information for reports and pre-meeting briefings.
* Deals with verbal, written and face to face enquiries/complaints across the range of services (i.e., engineering and building maintenance and general facility issues) from patients, visitors and staff, in a diplomatic, sensitive and professional manner. Complicated information to be communicated with various internal and external contacts.
Person Specification
Qualifications and Education
* General education to GCSE level or equivalent.
* Good knowledge of clerical/secretarial/office management procedures acquired through NVQ level 3, or equivalent, relevant practical experience.
* NVQ level 3 in word processing/software and use of IT databases plus relevant practical experience.
Knowledge and Experience
* Experience of Microsoft Windows packages to include word processing, IT/database processing skills.
* Demonstrate a commitment to continuing professional development.
* Previous experience of working within the NHS.
* Experience of using IT databases (MS Access/Oracle).
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer name
Lancashire Teaching Hospitals NHS Foundation Trust
£24,071 to £25,674 a year per annum, pro rata
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