Band 3 Facilities Administrator Coordinator
The closing date is 20th Jan 2025
Job summary
We are delighted to be able to offer a full-time opportunity within our Facilities Contracted Services Department. We will provide a competitive salary, generous terms and conditions including a minimum of 25 days annual leave (based on full-time hours), the opportunity to join a pension scheme, training and career progression, and a positive working environment.
Facilities Contracted Services is part of the Corporate Team under Estates. We are looking for someone who is professional, enthusiastic, works well in a team, adaptable, organised, dependable, conscientious, and has an interest in working for a small busy team, who can manage their own workload.
You will deal with enquiries and issues from all outsourced services, including window cleaning, pest control, linen and laundry, commercial & clinical waste, and other services, whilst giving support to managers.
We are looking for someone who would be interested in learning all details of how our service works. You will work effectively and flexibly as part of a team to meet the needs of the services, placing orders, receipting in goods and invoices, with attention to detail, and dealing with confidentiality at all times.
You should be able to demonstrate reliability, motivation, and commitment, be able to undertake surveys and routine audits of your own work as required, and be able to prioritise and escalate a busy shared inbox. You should be confident in dealing with people at all levels.
In return, you will be expected to provide an excellent service within Facilities Contracted Services. You will be delegating service queries from a shared inbox and liaising with managers at all levels. You should be able to diary manage and book meetings either face to face or via Teams. You will be placing orders on numerous systems, receipting in invoices, placing ad-hoc orders, filing, and updating the central distribution lists, as well as answering queries from contractors and managers. You will be using Allocate, Sage, and Oracle, and auditing the central file as requested.
You will primarily report to the Head of Contracted Services UHB and Facilities Contracted Service manager QE, but should be able to assist with queries and aid other members of our team.
About us
We are recognised as one of the leading NHS Foundation Trusts in the UK. Our vision is to build healthier lives, and we recognise that we need incredible staff to do this.
Our commitment to our staff is to create the best place for them to work, and we are dedicated to investing in the health and wellbeing of our staff, including a commitment to offering flexible working where we can. We offer our staff a wide variety of training and development opportunities to support their personal and career development objectives.
UHB is committed to ensuring that our staff are treated fairly and feel that they belong, by creating a kind and inclusive environment. This is about equity of opportunity; removing all barriers, including discrimination and ensuring each individual member of staff reaches their true potential, achieves their ambitions, and thrives in their work. This is more than words; we are taking action. Our commitment to an inclusive culture is embedded at all levels of the organisation where every voice is heard, driven by our diverse and active staff networks, and at Board level by the Fairness Taskforce led by our CEO. We nurture a culture which empowers staff to challenge discriminatory behaviours and to enable people to bring their 'whole self' to a kinder, more connected, and bold place to work.
University Hospitals Birmingham is a smoke-free premises hospital.
*Please Note: For a detailed job description for this vacancy, please see the attached Job Description.*
Person specification
Qualifications
*Good General Education (e.g., GCSE English and Maths A-C) GCSE Level 9-4
*Business Administration NVQ level 3 or equivalent experience in an administrative environment
Experience
*Experience of dealing with the public/customer service experience
*Experience of working with a range of Microsoft Office packages (e.g., Word, Excel, Outlook, Teams)
*Experience of using IT systems
*Experience of working in a busy environment
*Experience of working in healthcare
Additional Criteria
*Work effectively and flexibly as part of a team to meet the needs of the services
*Confident in dealing with people at all levels
*Must be able to demonstrate an understanding of equality and diversity
*Mature, open, and flexible approach to work
*Demonstrates care and compassion
*Good inter-personal and communication skills
*Good organisational skills
*Team player
*Demonstrates reliability, motivation, and commitment
*Ability to travel to multiple sites
*Ability to work under pressure and deal with stressful situations
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.
For help with your application, contact:
07887948187
Agenda for Change
Band
Band 3
Contract
Permanent
Working pattern
Full-Time, Flexible Working
Reference number
304-1090908PM
Job locations
Queen Elizabeth Hospital
Mindelsohn Way
Birmingham
West Midlands
B15 2TH
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