Estates & Facilities Administration Assistant

5 months ago

London, United Kingdom Bank Partners Full time

Title
- Estates & Facilities Administration Assistant (Helpdesk Operator)

**Job Summary**

To operate the Directorate’s Helpdesk Service, receiving inquiries from internal customers, relaying faults, defects, urgent and non-urgent requests via the Helpdesk database to the Estates Department maintaining a computer-based system and producing regular performance statistics on maintenance activity. In addition, provide comprehensive administrative support to a group of Facilities Service Managers, in addition to acting as a focal point for enquires from internal and external customers.

**Responsibilities**
- To act as the first point of contact to the Estates and Facilities Department for all enquires, responding in a professional manner maintaining a high standard of customer-focus.
- To ensure that all non-urgent and urgent maintenance requests are processed.
- To provide callers with necessary feedback information regarding their maintenance request, job number, estimated response time and job status.
- To liaise with team members within the Directorate in particular the Estates workforce and including Ward staff, departmental staff, and external Departments
- To update and amend PPM dockets on the computerized maintenance system as directed by the Maintenance Manager.
- To facilitate the clinical waste collection requests from the District Nurse team
- To be the main point of contact in respect to the booking of the atrium space and the external stall holders, including charging, parking and any issues that may arise.
- To maintain a tidy and efficient office.
- To take clear and precise telephone messages and relay to the appropriate team member, ensuring that urgent messages are relayed as soon as practicable and to deal with queries as appropriate.

**Other duties**
- To assist the opening of correspondence, collating, sifting, and forwarding onto the relevant Facilities Managers
- To assist in the regular inputting of Incident Reporting Forms using the Trusts Accident and Incident reporting database, Datix.
- Assisting with the issuing of the Health Emergency Badge’s (HEB) and updating of the HEB database.
- To assist in the booking of Trust pool cars to authorized staff, including the registration. Of staff onto the pool car database and ensuring that all Trust vehicle drivers are compliant with the Trust’s transport policy.
- To take minutes during meetings, and / or transcribe audio minutes in a timely manner for review by relevant Facilities Managers.

**Customer awareness**
- The trust expects its employees to communicate with colleagues, patients and visitors in a polite and courteous manner all times.** Team working**
- It is required that the working relationship between all members of the Administration team be mutually supportive, with staff deputizing and covering for each other when appropriate.** Future Development**
- This job description is intended as a general guide and is not exhaustive. It may be reviewed depending on future requirements and service needs

**Revalidation and Registration**

It is the responsibility of all staff registered with a professional:

- Act within the Professional Bodies Code of Practice
- Maintain their own work profile to ensure revalidation standards are met and assist. Junior registered staff in achieving revalidation.
- Contribute and participate in the development of nurses and nursing practice across the trust through leading ward projects and supporting training.
- Ensure optimum use is made of working time.** Personal Qualities**
- Good telephone manner
- Flexibility
- Integrity and discretion
- Creative
- Knowledge of filling/office system
- Good keyboard skills
- Clerical experience
- Good attendance record

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