UHS Estates Ltd (UEL) is delighted to offer a fantastic opportunity to work with us.
Please see below for a detailed job description of the role.
Please note that UEL does not hold a Home Office Workers Licence and therefore is unable to offer sponsorship.
Main duties of the job
This is a fantastic opportunity to be part of an expanding Estates Maintenance team, where our primary function is to service the hospital to ensure repairs are actioned quickly and effectively.
This role will be working closely with the electrical team, but will have some cross cover with the mechanical and building teams. You will be required to schedule works both reactive and planned, file worksheets, input data and raise purchase order requests.
Training and support will be provided where needed but ideally, we are looking for someone with experience in this already.
Knowledge of a maintenance environment is ideal along with a healthcare setting. At times this can be a fast-paced and demanding role due to the nature of the establishment.
Communication is key having to work alongside colleagues and support as well as being organised and precise. You will be required to cover the helpdesk at times so a good phone manner is needed.
Hours for this role are Monday to Friday - 07.30am to 3.30pm.
Detailed job description and main responsibilities
General Duties
* To provide clerical/administrative support including data input, assisting with photocopying, filing, typing, preparing and retrieving files and distribution of mail.
* Ensure that accurate records, both manual and electronic, are maintained and appropriate action is taken in a timely manner.
* Provide reception services as required, and ensure that departmental telephone calls are answered in accordance with Trust policy. Courteously and efficiently dealing with these enquiries in a timely and efficient way referring as appropriate.
* Accurate and timely data input, collect and provide statistical information as required.
* Ensure adherence to standard operating procedures at all times, highlighting to a Team Leader any situations where this is not achievable.
* Assist in the arrangement of meetings and appointments relevant to the role, attend meetings as required and produce actions/minutes as required.
* Deal with concerns/complaints as appropriate, immediately escalating where necessary to the appropriate Team Leader for action.
* Work closely with and maintain excellent communication channels with both clinical and administrative staff.
* Ensure electronic systems are kept up to date as required; ensuring that information entered onto the system is in line with the Trust’s data quality standards.
* Order stationary as required.
* If and when required provide cross-cover for other staff across the Trust to ensure a consistent and effective service is maintained at all times.
* Utilise paper-light processes where appropriate.
* Proficiently use all electronic systems required for the role, this includes Microsoft Word, Excel, PowerPoint and Teams. Undertake training as required if new technology/systems are introduced, to ensure competencies are maintained and efficiencies of the administrative processes are maximised.
Person specification
Qualifications / Training Required
* IT Skills
* English & Maths to GCSE standard (Level C)
* Experienced in the use of Microsoft Office
* NVQ 3 Business Administration or equivalent level of knowledge
* Experience in use of databases
* Experience in use of CAFM databases
* Experience in use of PLANET CAFM database
Previous or relevant experience necessary
* Working knowledge of purchase orders
* Previous experience in a technical environment
* Working knowledge of Oracle Purchasing system
Aptitudes and skills required
* Able to work using own initiative
* Ability to communicate with all levels of staff, technical and medical.
Application form and interview
* Patients First
* Always Improving
* Working Together
Please be advised that this vacancy may close earlier than stated if we receive a large number of applications. We will not accept any applications or queries via agencies, under any circumstances.
Employer certification / accreditation badges
You must have appropriate UK professional registration.
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