Bank Estates and Facilities Administration Assistant
Robert Jones and Agnes Hunt Orthopaedic Hospital NHS Foundation Trust
This is an exciting opportunity for an enthusiastic individual to join a well-respected close-knit team in a hospital with a world-class reputation. We are looking for someone to:
Provide administrative support to the Estates and Facilities Department, and to work under own initiative, ensuring that an efficient reception and helpdesk service is provided.
Main duties of the job
Act as receptionist to the whole of the Estates and Facilities Department, dealing with general enquiries, administration duties, and the receiving of contractors for sign-in on site with professionalism.
Manage the administration of staff parking permits, distribution, and maintaining the staff car parking database.
Manage the production of ID badges and access granted to staff members across the site.
Be responsible for raising and receipting orders on Oracle.
Use and manage the Estates Planet FM software for the generation of work requisitions and assigning to the correct maintenance team.
Job responsibilities
Duties and Responsibilities:
Act as receptionist to the whole of Estates and Facilities Department dealing with general enquiries and screening representatives. Receive visitors, company representatives, contractors, and other staff and direct them accordingly. Be responsible for signing in visitors and external contractors working on site ensuring those required carry out the contractors' inductions and subsequent paperwork. Ensure receipt and distribution of mail. Receive internal and external telephone calls and transfer to appropriate extension number. Deal with general and maintenance issues. Use and manage the Estates department Planet FM software for generating work requisitions and assigning to the correct maintenance team via electronic handheld devices. Operate office machinery including photocopier, scanner, badge printer, laminator, binding machine, and digital camera. Assist in keeping records of staff sickness and leave. Assist in the administration of staff parking permits and their distribution and maintaining the staff car parking database. Maintain adequate filing systems. Liaise with Estates and Facilities Managers in maintaining the monthly Estates and Facilities on-call rota. Assist Estates & Facilities Secretary with the arrangement of the Estates and Facilities staff's attendance at annual mandatory training sessions. Provide office cover during periods of annual leave and sickness. Be responsible for controlling stationery store to agreed levels, issuing and re-ordering as necessary. Upload, manage, and monitor Estates & Facilities social media accounts. Manage the Estates and Facilities inbox, relaying specific emails to the correct correspondence and actioning them in a timely manner. Issue call-outs to contractors when requested by members of the Team. Maintain good communication throughout the Estates and Facilities Department ensuring messages are relayed to management in a timely manner.
Additional Information:
Raising of all revenue requisitions upon authorisation to proceed. Liaise with Procurement Department. Receipting goods upon completion.
Security: Preparing and issuing Trust ID Badges and Door Access Cards in compliance with Trust protocol. Ensuring all documentation is completed and authorised prior to issuing of badges. Maintaining necessary communications with Human Resources Department.
Person Specification
Qualifications/Training
* GCSE English C grade or above / GCSE Maths C grade or above
Experience
* Previous experience in a busy office environment
Skills and Competencies
* The ability to prioritise and organise workloads to meet business requirements and customer demands
* Ability to listen effectively and provide clear, concise, and accurate information
* Ability to work confidently using own initiative
* Excellent written and verbal communication skills
* Strong interpersonal skills
* A keen eye for detail to minimise errors and ensure the accuracy of documents
* Ability to manage time effectively to meet deadlines
* Willingness to collaborate with others and contribute to a positive team environment
* Respecting privacy and handling sensitive information with discretion
Knowledge (including specialist or technical knowledge required)
* Knowledge of Microsoft Office / Competent in use of ICT
* Understanding of how to use and maintain databases for information storage and retrieval
Personal Qualities & Trust Values
* The drive and energy to ensure a quality service is provided
* Maintaining a professional demeanour in all interactions representing the department and Trust positively
* Demonstrating a high level of professionalism in appearance, behaviour, and communication at all times
* Taking responsibility for one's actions and decisions, and being willing to learn from mistakes
* Ability to collaborate effectively with colleagues, supporting team goals and fostering a positive work environment
* Being reliable and consistent in performing duties
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.
Robert Jones and Agnes Hunt Orthopaedic Hospital NHS Foundation Trust
Address
Robert Jones and Agnes Hunt Orthopaedic Hospital
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