Team Administrator/secretary
3 weeks ago
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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