Estates & Facilities Administrator - Harefield

We are recruiting for a committed and flexible person in an extremely varied role who will support, the Facilities & Accommodation Service and provide an efficient, effective and pivotal administrative and secretarial support to the Estates and Facilities Managers.

This position is an exciting opportunity for someone who is resilient, enthusiastic multi-tasker who thrives in a busy and demanding role.

Acting as the first point of contact for a variety of queries, the post holder will provide an efficient and professional temporary staffing service in the workstreams.

Support our Accommodation Team by covering shifts, accurately recording information onto our systems to maintain clear staff booking information. You should have excellent customer service skills and be able to communicate effectively in a sensitive and confidential manner

Guy’s and St Thomas’ is among the UK’s busiest and most successful NHS foundation trusts. We provide a full range of hospital and community services for people in south London and as well as specialist care for patients from further afield including cancer, renal, orthopedic, respiratory and cardiovascular services.

In February 2021 the Royal Brompton and Harefield joined Guy’s and St Thomas’ NHS Foundation Trust, bringing together world-leading expertise in the care and research of heart and lung disease. Our merger provides a once in a generation opportunity to build a lasting, world-renowned heart and lung center, providing the highest quality care for patients and conducting world-leading research.

Communication

You should have excellent communication and IT skills and an administration background would be preferable, but not essential.

Resolve any accommodation enquiries, repairs, maintenance issues or complaints from residents, tenants and lessees effectively and diplomatically.

Respond to correspondence/customer contact in a timely manner in an appropriate way and with a professional and helpful manner.

Mail merging letters, minutes of meetings, newsletters, and general correspondence.

Allocate work to the appropriate estates teams and ensure all work is completed to the highest standards and within specified timeframes & SLA’s.

Produce correspondence to clients.

To liaise with all departments within the hospital regarding engineering requests, queries etc in a timely manner.

To cover the departments telephone queries with internal and external customers.

Patient/customer care (both direct and indirect)

Administrative

Assisting with the collation and input of data into systems and databases;
converting this for statistical and graphical representation where required. Establish and maintain accurate and efficient filing systems

Provision of a full, confidential administration support service, which includes diary management, copy filing, production of documents & information, and arranging & preparing for meetings

**Meeting facilitation**: Organising appropriate times/rooms/catering and preparation of papers, note taking, ensuring actions are completed etc for the following meetings: Health and Safety Committee and any associated subgroups

This section should describe the nature of the responsibility and the level at which the job holder will be involved in the provision of care or treatment to patients/clients, including the degree to which the responsibility is shared with others.

Policy & Service development

Monitor all Facilities Policies

To undertake all Accommodation procedures and Policies outlined in Trust and local Accommodation Operational documents

Taking an active role in the event of emergency situations by escalating as directed by departmental procedures and policy.

Resource management

Support the Head of Estates and Facilities Manager in accurately maintaining, producing reports and analysis as required.

Information management

To be responsible for keeping the Accommodation computerised HAMS accounting and guest information system updated with current information.

To provide daily financial reconciliation reports of monies received in line with Accommodation procedures

Document Handling - Typing and formatting of letters, reports, policies, minute taking, presentations, statistics and general correspondence

Photocopying, collation and distribution of reports, correspondence, handouts etc. using Microsoft Office and other software packages