Team Administrator/secretary

3 weeks ago


Dorchester, United Kingdom Dorset County Hospital NHS Foundation Trust Full time

To provide a comprehensive administrative/clerical and secretarial service to the Estates and Facilities Department in order to assist in the achievement of departmental objectives, the smooth-flowing of departmental services, and liaison with HR.
- To be the first point of contact in all respects and reflect the professional ethos of the department.
- The Postholder works in a flexible, supportive and approachable way in response to constantly changing priorities and demands.
- The Postholder to follow departmental and Trust’s operating policies and procedures when undertaking this role and work closely with the Estates team but also manage own workload without regular supervision.

The post is based in the Estates Department. Work undertaken will cover the Dorset County Hospital NHS Foundation Trust site in its entirety, plus off-site locations. All team members are required to work unsupervised within departmental standard operating procedures and to prioritise their work schedule including:
- To deliver effective support particularly through the management of information relating to the Estates and Facilities Services
- Proactive administration of departmental financial processes, invoicing, procurement, finance reporting, data analysis and resolving exceptions.
- To provide a consistent and efficient admin/clerical support service to the department and demonstrate effective time management and workload prioritisation.

The Estates and Facilities department totals around 300 staff, and this role is to operate directly as both main administrator, and as secretarial support to the Head, Deputy Head, and senior managers within the department. There is another part time post in support.
- LIST OF SPECIFIC DUTIES

E-Procurement Work

Check Order Requests, action any amendments required

Complete & arrange Upload of Templates

Raise Requisitions

Obtain Approval

Print Purchase Orders

Sort Deliveries

Receipt Orders

Process Invoices

Action and Update Weekly List for Payables regarding Estates Outstanding Invoices

Monitor and deal with any queries relating to orders etc

Keep all Files updated

End of Financial Year shut down

E-Rostering Work for Estates, Facilities Management & Kick Start Rosters

Check daily for Absences

Sickness recording/paperwork

Annual Leave Requests

Overtime

Toil Requests

Call Outs

Staff Spreadsheets

Micad

Estates & Facilities Outlook Calendar

Arrange Lock Down of all Rosters for Payroll

Keep all Rosters updated as they cover 24/7

Manage Personnel Files

Monitor and deal with any queries relating to staffing issues

Utility Management

Meter Readings

Obtain invoices via online/post

Check Consumption and costs

Arrange authorisation of invoices

Record all Data on ERIC

Carry out calculations as some invoices need to be spilt for costs

Deal with any queries that arise

Keep all Files Updated

General Duties

**Maintain and Update**:
EFM Telephone List

Emergency Numbers List

Coded Lock List

On Call Rotas

Arrange Training Courses

Monitor and order Stationery as required

Answer Telephone Enquires

Deal with Visitors to the Department

Create Files/filing

To give Admin Support to all Teams within the Estates & Facilities Department



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