Admin Assistant

The Estates Department operate and maintain, energy and environmental resources, controls, electrical and mechanical services providing power, lighting, heating, air conditioning to wards, outpatients and operating theatres. Estates directly impacts on patient welfare, frontline clinical care, infection prevention and control and energy efficiency and sustainability across the Trust.

We are looking for a committed, highly self-motivated Admin Assistant to join the Estates Department to actively embrace the responsibilities of this post. This role is an exciting opportunity to join a positive, friendly team and contribute to the Trust values and overall objectives of the Royal Marsden Hospital.

The Estates Department forms a major part of the Project Directorate which manages the Trust’s Capital Projects and Estates services. The Estates Department is responsible for providing the safe operation of planned, reactive and emergency maintenance in order to maintain a comfortable, safe and secure environment for patients, staff and visitors.

The purpose of the role is to be an Assistant Administrator of Estates and deputise for the Estates Support Officer during absences. Further duties require the post holder to work as an integral part of the Estates Business Team supporting encompassing a wide range of duties and responsibilities.

The Royal Marsden NHS Foundation Trust is a world-leading cancer centre. Our role is to offer our patients the best cancer care available anywhere in the world, and to continue to make a global contribution to finding better ways of diagnosing and treating cancer. We employ over 4,500 staff in a diverse range of careers including nursing, medical, science, radiography, pharmacy, occupational therapy, finance and administrative services. We have two hospitals - one in Chelsea, London, and one in Sutton, Surrey - as well as a Medical Daycare Unit in Kingston Hospital

At The Royal Marsden, we deal with cancer every day, so we understand how valuable life is. When people entrust their lives to us, they have the right to demand the very best. That's why the pursuit of excellence lies at the heart of everything we do.

At the heart of the hospital is our dedicated team. We offer a stimulating and dynamic working environment, a wide range of staff benefits and learning and development opportunities. We are looking for employees who aspire to excellence, share our values and can play a crucial role in our on-going achievements.

For further information on this role, please see the attached detailed Job Description and Person Specification.
- Maintain and adapt the filing system to provide easy and ready access to files.
- Provide administrative support and assist with the day to day management and administration within Estates/Projects department. Undertake Helpdesk operator duties, customer liaison and updating information in the CAFM system as required
- Assist in managing and maintaining the Estates/Projects ordering system from raising orders and receipting on delivery notes and service sheets.
- To develop rapport and empathy with other staff groups, patients and visitors where this is necessary to support job completion. Tact and diplomacy are often required for situations such as departments requesting work to be carried out when the workforce is already engaged in higher priority work or emergencies. There is a need for good communication skills which will assist the department to gain the cooperation of others and maintain good relations.
- Knowledge or understanding of Computer Aided Facility Management (CAFM) systems, ISO 9001 Quality Management systems, Healthroster and Trusts financial & ordering system. Attend courses and seminars as required on or off site.
- Assist in managing the Estates records in Finance, CAFM system and ISO 9001 such as data input and updating records. The post holder will have to show good organisation skills, prioritise work when needed and be able to use their own initiative to manage their time accordingly in order to achieve outputs of the role.
- Assisting the Estates Business Team in planning and organising meetings, as well as manage diaries
- The physical skills required for the post are varied. These skills would normally be obtained through practical training and experience. Knowledge and the use of Computer systems are essential.
- There will be occasions when information is given directly to patients or relatives in incidental contact, but this will be infrequent.