Detailed job description and main responsibilities

To provide administrative support to the Estates Helpdesk function to ensure planned, remedial and reactive maintenance jobs are logged on the portal and followed up ensuring the job is completed in the agreed parameters. Where necessary, liaise with contractors on site, logging further work.

Provide administrative support, by updating the Compliance spread sheet, undertaking data collection and maintaining compliance database, contacting internal and external landlords / estates departments for documentation as required. To liaise with Estates & Facilities Managers on compliance documentation.

Completing and updating the asset database, tracking equipment for servicing, ensuring asset lists are accurate at all times. Process salary sacrifice lease car applications, raising PO’s on SBS, receipting invoices for payment including monthly reconciliation of fuel account. Ensure all business use vehicles are up to date with Servicing, RFL and MOT schedules. Process DVLA checks annually for staff using business vehicles.

Assist the wider team to carry out service moves to assist with space utilisation. Provide administrative support with room bookings and delivery of soft FM contracts.

To attend department meetings as required, taking notes where necessary.

1.          Communication and relationship skills

• To communicate clearly by phone, email or in person with service users, colleague, staff and patients in a professional and courteous manner.
• Deal effectively with internal and external enquiries demonstrating excellent communication and customer care.
• To provide active support to the estate team assisting with calls or situations of a difficult and demanding nature, defusing potential issues.
• Deal with potentially complex, sensitive or confidential enquiries from patients, staff and the public.
• Ability to work as part of a team and be self-motivated.

2.          Knowledge, training and experience

• GCSE standard or experience of a range of office procedures / customer care.
• Advanced knowledge of Microsoft office applications.
• Work with minimum supervision.

3.          Analytical and judgement skills

• Independently deal with routine business matters and ensure that issues of concern are forwarded appropriately.
• Prioritise workload, identifies problems/issues and supports finding a suitable solution. 

4.          Planning and organisational skills

• Work flexibly to maintain cover within the service / organisation.
• Ability to prioritise demands when working on more than one task.
• Deal with sensitive and confidential information in a respectful and informative manner.

5.          Physical skills

• Advanced keyboard skills for regular use of computer systems.
• Use various office equipment.
• This post requires travel between locations to carry out your work and to attend training and meetings.

6.          Responsibility for patient / client care

• Provide non-clinical advice and information to patients, carers, relatives or staff either face to face, over the telephone or by other means.
• Deal with service user queries and equipment/service issues.

7.          Responsibility for policy and service development implementation

• Responsible for ensuring that organisational policies and procedures are adhered to.
• Contributes to changes and updates of polices / procedures in own area of work.

8.         Responsibilities for financial and physical resources

• Manage and ordering of stock / office stationery / equipment.
• Ensure value for money when procuring goods and services.
• Maybe required to issue / take responsibility for equipment used by self and others.
• Basic maintenance of physical assets including set up and repairs.

9.          Responsibilities for human resources (HR)

• Responsible for acting within policies related to Human Resources.
• To actively participate in MCH appraisal system identifying personal development needs and plans.

10.      Responsibilities for information resources

• Create or format databases / spread sheets / publications utilising appropriate IT systems.
• Follow all information governance procedures and maintain records to build an audit trail where necessary.
• Management of information either electronic or paper based.

11.      Responsibilities for research and development (R&D)

• Will be required to undertake surveys and audits when requested in own area of work.
• Participate in non-clinical audits upon request providing relevant information if requested.

12.      Freedom to act

• Plan and organise own workload using own initiative, escalating to manager when required, guided by defined policies and procedures.
• Take reasonable care of your own health and safety and your work place.

13.      Physical effort (refer to effort factor questionnaire)

14.      Mental effort (refer to effort factor questionnaire)

15.      Emotional effort (refer to effort factor questionnaire)

16.      Working conditions (refer to effort factor questionnaire)