Estates Administrator

5 months ago

Bedford, United Kingdom Bedfordshire Hospitals NHS Foundation Trust Full time

Bedfordshire Hospitals NHS Foundation Trust are please to announce an exciting and varied opportunity within the Trust's Estates Compliance team. You will be working as part of a team providing specialist administration support for the the Trust's computer aided facilities management (CAFM) system and administrative and secretarial support to the whole Estates and Facilities department.

Supporting the Technical Services Manager and the Estates Compliance Manager with administration support.

Provide efficient and comprehensive administrative / secretarial support to the Estates Operations team.

Work closely with the other Estates Administrators covering each other’s workload during absences and at peak times. They will also be required to support the Estates & Facilities Managers with administrative/secretarial tasks and to provide cover for Estates Main Reception.

Good communication and tact are essential for this role to deal with the wide range of visitors to the department.

The post holder must also be able to prioritise workload and work well under pressure.

Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton.

You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career.
We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.

Please review all documents attached to this advert to ensure you familiarise yourself with all requirements of the job.

Supporting the Head of Operational Estates and Senior Estates Manager with secretarial / administration support, to include arranging meetings, producing all paperwork required, booking venues and taking minutes / notes.

Supporting the Technical Services Manager and Estates Compliance Manager with administration support, to include:

- Issuing events to operatives and contractors
- Raising of sub-tasks for the maintenance team
- The scheduling of jobs from Resource Scheduler, Event Director and Express Events, including maintaining annual leave records on the CAFM system
- Assisting with updating and administrating records of the CAFM system and water hygiene monitoring systems
- Running reports from the CAFM system in the absence of the CAFM & IT Systems Administrator
- Updating the CAFM system with works updates
- Raising orders for maintenance resources
- Setting up new user account both on the CAFM system and handheld devices (PDAs)
- Assisting with the delivery of training on CAFM processes
- Assist with reviewing CAFM processes and any implementation of new CAFM databases/IT systems
- Assisting and covering the CAFM Administrator with any tasks relating to CAFM or the relevant systems and devices

**To provide cover for Estates Main Reception duties including**:

- Greeting visitors / contractors, signing in and issuing security passes
- Answering the telephone, taking messages and dealing with any enquiries (both internal & external callers)
- Dealing with deliveries to the department or redirecting as appropriate
- Ensuring basic supplies of paper, printing cartridges, essential stationary, signing in paperwork etc and replenishing / reordering as required
- Collating, processing, scanning and filing timesheets
- Distributing Estates Daily Updates and Weekly Weekend Working Updates
- Placing Capital orders via the Trust ordering system, liaising with requisitioners and approvers to ensure orders are placed in a timely and efficient manner
- Placing uniform orders on behalf of Linen & Laundry Manager
- Updating and monitoring the ordering spreadsheet
- Scanning and saving orders in the correct folders.
- Monitoring and supporting with the uniform request inbox
- Monitoring and supporting with the Estates inbox
- Maintaining filing systems for order paperwork
- To act as Fire Marshall for the Estates Department

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