Join to apply for the Bank Estates Administrative Assistant role at University Hospitals Dorset NHS Foundation Trust
Job Summary
The post holder will be responsible for providing general administration support to the Estates Department, showing a degree of initiative and an ability to organise their day to day workload.
Main duties of the job
1. Dealing with telephone, Docket line & email enquiries, taking and passing on messages and drawing these to the attention of the relevant person or team promptly.
2. Sign in contractors and issue keys and passes.
3. Ensure contractors working on site have carried out the site induction (contractors passport).
4. Sign in visitors to the Estates Dept.
5. General office administration, managing electronic filing systems.
6. Ensure that all statutory records and test sheets are filed correctly.
7. Accurate data entry based on information provided by others.
8. Raise orders at the request of Estates Managers and Supervisors.
9. Check invoices against purchase orders.
10. Organising meetings, preparing agendas, printing and typing of minutes.
11. Diary management for Estates Managers and Supervisors.
12. Use, update and maintain the Estates computer aided facilities management System (Planet FM).
13. Provide support and carry out other duties as may reasonably be required by their line Manager.
Person Specification
Qualifications
* Educated to GSE/NVQ level 3 in a relevant subject or equivalent level of qualification or significant proven experience in a similar role.
Other
* Input and access data to and from computer systems.
Experience
* Significant experience of working in a busy administrative environment.
* Desirable: Experience of using Computer Aided Facilities Management (CAFM) systems.
Technical Skills
* Advanced IT skills including Microsoft Office applications.
* Able to communicate effectively at all levels.
Personal Attributes
* Polite and friendly approach.
* Good team worker.
* Able to cope under pressure.
* Adaptable to change.
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 details
Employer name: University Hospitals Dorset NHS Foundation Trust
Address: The Royal Bournemouth Hospital, Bournemouth, BH77DW
Employer's website: https://www.uhd.nhs.uk/careers
Seniority level
Entry level
Employment type
Contract
Job function
Administrative
Industries
Administrative and Support Services
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