Estates Administrator

7 months ago


Chelmsford, United Kingdom Mid and South Essex NHS Foundation Trust Full time

An exciting opportunity has arisen for an enthusiastic individual to join our wonderful Estates and Facilities Team.

The role will involve raising purchase orders for the Estates department and liaising with the storeman to ensure goods are received and receipted for approval of invoices and also providing holiday/sickness cover on the Estates helpdesk.

The help desk handles calls from both Hard and soft services within the Trust and the individual will be capable of interfacing with all members of staff regardless of position to ensure requests are correctly imputed and allocated to the correct individuals to undertake the works.

You will allocate work requests and issue planned maintenance (PPM) tasks to the appropriate teams using the CAFM work planner. They shall also track progress and chase all requests against the predetermined SLA’s.

We not only offer you a good working environment with flexible working opportunities, but also the opportunity to develop your career with access to appropriate training for your job and the support to succeed and progress.

The individual shall liaise closely with department Supervisors and Managers to ensure all jobs are closed down correctly. Support the EFM services across the Trust to ensure smooth running of the CAFM services.

You will work as part of the wider EFM team, however must also demonstrate the ability to use your own initiative.

The role requires the individual to provide general administration duties for the Estates Maintenance team. This will involve, but not be limited to preparing papers for meetings, general filing, minute taking on internal meetings, also assisting the Estates Operations manager in keeping accurate records of staff holidays, sickness, Annual Leave, O/T / Lieu time etc.

Specific Responsibilities
- General administration duties
- Filing
- Preparing minutes for meetings.
- Dealing with performance data.
- Manage EFM contract inbox
- Book and monitor all training for the Estates (Maintenance) department.
- Oversee all permits to woks/contractors.
- Authorise invoices on E-Financial.
- Log all maintenance works (Contract/stores) on E Financial.

Ensure department stationary is kept replenished. Attend and record minutes of management meetings as required. Provide minutes etc to relevant parties within 72 hours.

This Job profile is not a definitive or exhaustive list of responsibilities but identifies the key responsibilities and tasks of the administration assistant.

Mid and South Essex NHS Foundation Trust is now one of the largest in the country, with a workforce of approximately 15,000 who serve a population of 1.2 million people.

We work together, and in conjunction with MSE Health and Care Partnership, to deliver excellent local and specialist services, to improve the health and wellbeing of our patients in a compassionate way, and provide a respectful, but vibrant place for staff to develop, innovate and build careers.

From facilities through to consultant specialists we want to be the best, to achieve this we need to recruit not just those who are the finest in their field but also those who have the potential to be. Yes, experience is important but so is outlook - if you are dynamic, forward-thinking and enthusiastic we want you to join us.

For full details about this varied and rewarding role, please see attached job description.



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