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Job Overview
We are looking for a dynamic and flexible Administrator to join our Retained Estates Team in Southmead Hospital, Bristol. The Retained Estates is a multi-disciplinary team who assess and manage the maintenance within site and offsite properties. You will support senior managers in a wide range of administrative tasks. The post holder will offer administrative support across the locality and will need to be flexible with regards to working across bases.
The post holder must be able to communicate effectively with colleagues from different departments and express yourself equally well verbally and in writing. This is a busy role with a need for excellent IT skills and the ability to learn new IT systems efficiently. You must be adept at multi-tasking and excellent at managing your time and prioritising tasks to facilitate the smooth running of this key team function.
As part of your role, you will be expected to work Monday to Friday 8:00 am to 4:00 pm. The role is based at Beaufort House, in Southmead Hospital.
Main duties of the job
* Provide full reception and administration support in all aspects of the administration and general running of the Estates Department.
* Monitor annual leave and absences of the trade team.
* Use Community Electronic systems i.e. eRoster, Teams, Planet.
* Manage telephone, e-mail and in person queries.
* Log the faults/requests and close work orders once the work is completed.
* Maintain spreadsheets and electronic documents.
* Prioritise workload, work without direct supervision.
* Attend meetings and training as required.
* Circulate information to staff as directed by the management team, ensuring distribution lists are kept up to date.
* The control of the keys and badges will be in the post holder's charge.
* Liaising with other departments, resolving queries and assisting the Workflow Coordinator and other managers.
* Data entry is also a fundamental part of the role, with special attention to detail.
Working for our organisation
North Bristol NHS Trust employs over 12,000 staff providing healthcare to the residents of Bristol, South Gloucestershire and North Somerset from our award-winning hospital building at Southmead. We are the regional Major Trauma Centre, and an internationally recognised centre of excellence in a range of services and major specialities. Our vision is that by enabling our teams to be the best that they can be, we will provide exceptional healthcare, personally delivered.
North Bristol NHS Trust values all people as individuals. We aim to be an anti-discriminatory organisation and are committed to building a team that represents a variety of backgrounds, perspectives, and skills. We welcome applicants from all underrepresented groups.
Detailed Job Description And Main Responsibilities
Provide a full Administration, Helpdesk and Reception service to the facilities directorate as part of the facilities central administration team which includes but is not limited to:
* Estates Department Team are looking for an Administrator. The role is (Monday to Friday) 37.5 hours per week. The role would suit a proactive, confident, self-starter who is prepared to work in a busy and often noisy open office within a fun team that works hard. This is a varied administrative role, and a steep learning curve is required at first. Tasks include attending the reception of the department, making sure to deliver and receive the necessary keys and badges for the contractors, operating and maintaining the CAFM system (Planet Enterprise) etc. A detailed Job Description is attached which highlights all tasks completed within the Estate department by all the various administrators. Very strong computer skills are required including excellent excel and data input experience. Use of other web-based applications e.g., health roster is desirable. To fit in this team, suitable candidates should be enthusiastic, adaptable, productive, flexible, and personable. CAFM system training will be provided if required.
* We are looking for someone with an excellent telephone manner and good customer service/communication skills. The successful candidate will need to be able to work quickly and accurately under pressure and work as part of a team.
* The role is full time, 37.5 hours, Monday – Friday.
Person specification
Shortlisting criteria
Essential criteria
* NVQ level 3 in Business Administration or equivalent.
* Microsoft Outlook skills and experience of diary management.
* Excellent organisational skills.
* Experience of small project administration and/or organising work streams.
* Ability to work accurately with attention to detail.
* Ability to meet deadlines with conflicting priorities.
* Ability to communicate effectively at various levels within the organisation.
* Professional and polite manner.
* Resilient, proactive and open to new ways of working.
If you apply for this vacancy and have not received a communication from North Bristol NHS Trust within three weeks of the closing date, please assume that on this occasion your application has been unsuccessful.
Please note that North Bristol NHS Trust does not reimburse travel expenses relating to interview attendance.
If you feel you meet the requirements of the Disability Act / Two Ticks scheme and require further support/advice, please contact us on tel 0117 414 1151.
North Bristol NHS Trust are committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.
The successful applicant(s) will normally commence at the minimum of the scale unless they have previous NHS service at the same band. Progression through the scale is by annual increments.
At North Bristol Trust (NBT), we know diverse and inclusive environments lead to happier and healthier teams and improved patient care and outcomes. We are committed to equality of opportunity, to being fair and inclusive, and to being a place where we all belong. We therefore particularly encourage applications from candidates who are currently underrepresented in NBT’s workforce at Band 8a and above. These include people from Black, Asian and minority ethnic backgrounds, disabled people and LGBTQIA+ people.
Please note that stringent pre-employment checks are undertaken on all successful applicants prior to commencement in post.
Seniority level
* Entry level
Employment type
* Full-time
Job function
* Administrative
* Industries: Hospitals and Health Care
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