Estates & Facilities Administrator

4 months ago

London, United Kingdom University College London Hospitals NHS Foundation Trust Full time

The Estates and Facilities Directorate (EFD) is seeking an enthusiastic and experienced Estates & Facilities Administrator to work within the Admin Pool team and provide admin support to the wider EFD team.

This is an exciting opportunity for the post holder who is organised and enjoys working with a multidisciplinary team.

The post holder will be required to support the Senior Management and work closely with other members of the Estates & Facilities team.

The post holder will be required to liaise with a range of staff internally and externally across the Trust, with partner and external organisations.

The Estates & Facilities Administrator will actively manage the administrative processes in connection to Estates & Facilities related tasks.
- To provide efficient and effective administration relating to the financial aspects of the Estates and Facilities functions, such as raising purchase orders and receipting invoices.
- To utilise CAFM (computer aided facilities management systems) and running of reports from such systems.
- To provide contractual support for processes such as Contract Change Requests and Minor Works Requests.
- To provide high quality and accurate records, including databases, trackers, and spreadsheets.
- Facilitate meetings, accurate minute taking and recording action trackers.
- Diary management.
- To provide cover for Estates and Facilities Admin Pool team as and when required.

University College London Hospitals NHS Foundation Trust (UCLH) is one of the most complex NHS trusts in the UK, serving a large and diverse population. We provide academically led acute and specialist services, to people from the local area, from throughout the United Kingdom and overseas. Our vision is to deliver top-quality patient care, excellent education, and world-class research.

We provide first-class acute and specialist services across eight sites:

- University College Hospital (incorporating the Elizabeth Garrett Anderson Wing)
- National Hospital for Neurology and Neurosurgery
- Royal National Throat, Nose and Ear Hospital
- Eastman Dental Hospital
- Royal London Hospital for Integrated Medicine
- University College Hospital Macmillan Cancer Centre
- The Hospital for Tropical Diseases
- University College Hospitals at Westmoreland Street

We are dedicated to the diagnosis and treatment of many complex illnesses. UCLH specialises in women’s health and the treatment of cancer, infection, neurological, gastrointestinal and oral disease. It has world class support services including critical care, imaging, nuclear medicine and pathology.

At UCLH, we have a real ‘One Team’ ethos, and our values - safety, kindness, teamwork and improving, are central to the way we work. This is supported by our staff, who voted us as the #1 NHS Acute Trust to work for in the whole of England.

The EFD has a broad portfolio of responsibilities which range from security, fire safety, daily cleaning, and mail services to creating and sustaining a safe and healthy environment for our patients, staff, and visitors. We are responsible for the management of Facilities Management contracts and overseeing the services provided by our Service Providers.

**Our main areas of operation are**:

- Estates maintenance: working closely with our service provider and PFI partners to deliver major planned and critical reactive maintenance and the long-term planning and implementation of our capital investment, asset improvement, and project delivery.
- Facilities and hotel management: providing operational management of cleaning/domestic, portering, catering, and other “soft” services and facilities in multi-occupant buildings
- Fire safety and security services: including fire training, evacuation procedures, security matters, and advice
- Environmental sustainability and carbon management: managing the energy, and waste, and promoting better use of our resources to minimise the effect on the environment.

The Estates & Facilities Business Manager will actively deliver the administrative processes in connection to facilities related processes.

Key Results Areas
- Provide an efficient and effective administrative service to a multidisciplinary team.
- Actively manage administrative processes and coordinate team’s diaries.
- Ensure targets are met, identifying potential delays, and escalating this to their manager.
- To support the Estates and Facilities Core Team as and when required.

Main

**Responsibilities**:
Communication
- To communicate, effectively and appropriately with all levels of staff and management within the Trust and external agencies in a friendly, professional, and courteous manner at all times.
- Manage own and generic inboxes, ensuring responses are sent in a timely fashion.
- To represent Estates and Facilities at Trust committees and external stakeholder meetings.
- To sustain effective working relationships with internal and external stakeholders, ensuring that concerns are addressed and r

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