Helpdesk Administator

To work as part of a multi-disciplinary, professional team providing planned and reactive maintenance across the Trust buildings

To be responsible for the provision of a comprehensive and effective administrate service for the Property Maintenance Department

To maintain co-ordination of paperwork and communication between staff at all levels across the trust and contractors

To provide a full and varied administrative service to the Property Maintenance Department including CAFM, Procurement and HR

To manage own workload acting independently maintaining timely and accurate outputs for requested work

To monitor and report on the effectiveness of the estates team through the CAFM system

To select, retrieve and collate Papers and information for meetings and reports.

Day to day responsibility for the management of the CAFM system and support of the operation team in by Logging and issue reactive and planned maintenance work orders.

To forecast the Planned maintenance System, reviewing the programme in advance and ensuring no element of the planned maintenance falls behind the agreed programme or if it does ensuring appropriate manager is aware.

To manage the re-prioritisation and re-allocation of work and the workloads of the maintenance staff to reflect staffing levels changes and priority changes, with the service needs, Health and Safety and patient care.

To work closely with the Estates maintenance management on a daily basis to facilitate work planning and service communication.

To be the first point of contact for calls determining their requirements and the appropriate process of responding.

To receive and respond to telephone calls and other media

Support the CAFM manager in the maintenance of the CAFM system

Manage Health roster, Datix, procurement and other bespoke systems, in a timely and efficient manner on behalf of the estates

To plan for situations which are known; and to be able to re-prioritise work to accommodate unexpected situations and interruptions

To maintain an efficient electronic and paper based filing system to comply with the needs of managers.

Epsom and St Helier University Hospitals NHS Trust provides a range of medical services to approximately 490,000 people living across southwest London and northeast Surrey. In addition, we provide more specialist services, in particular renal and neonatal intensive care, to a wider area, covering parts of Sussex and Hampshire.

We serve an area that is rich in diversity, with a mix of urban and rural areas, and differing levels of quality of life. We cover some of the most prosperous postcodes in the country, as well as some poorer areas. Together with our colleagues at NHS Surrey and NHS Sutton and Merton, we work to make sure that we deliver the best possible care to the communities we serve.

The Trust employs approximately 5,000 staff across its hospitals and is supported by over 500 volunteers.

Technical

To efficiently manage the planned and reactive maintenance

To effectively manage Health Roster

To effectively manage the estates procurement

To produce reports for Senior managers

To ensure that the CAFM system is up to date

Understanding of requirements of COSHH, Asbestos regulations, control of Legionella within healthcare Premises, Medical gases, RIDDOR, LOLER, CDM regulations, the Electricity at Work Act and all relevant Health and Safety Regulations.

Leadership or managerial

Be an effective member of the trusts Estates and Facilities team, demonstrating a commitment to the trusts strategic objectives and vision

Build strong, collaborative relationships with colleagues across ESTH and community sites to statutory compliance

To work as part of a multi-disciplinary, professional team providing planned and reactive maintenance across Trust properties

Information and reporting

Ensure that effective communication exits at all levels and that key messages are delivered to all levels ensuring all reports are accurate.

Ensure that communication is a two way process that encourages feedback and generates good ideas

Maintain a filing system for compliance records

Produces reports from databases for the use of Senior Managers

Technology or system support

Be fully conversant with the CAFM system

Be fully conversant with Heath Roster

Be fully conversant with Oracle

Be fully conversant with Microsoft packages

Be fully conversant with the Trusts Estates filing system

The ability to track all works requests to the Estates Department

Communications and Engagement

Provide and receive complex information

Provide and receive highly complex, sensitive or contentious information

Prepare monthly multi stranded monitoring reports and present these to Associate Director of Estates, Heads of Estates and Senior Managers

To inform estates of new assets and ensure that they are added onto the CAFM system to liaise with suppliers and contractors to ensure KPIs are met.

To work collaboratively with all members of the Tr