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Estates & Facilities Administrator

2 months ago

Birmingham, United Kingdom Summerhill Services Limited Full time

We are currently recruiting for a self-motivated and customer - focused individual to join our passionate and driven team.

**Posts & hours**:
Estates & Facilities Administrator

**Based at**: Barberry Centre

**Hours**: 27.5 hours

**Salary**: £17235.50

(£23502.96-£25058 FTE)

Disclosure

To provide a comprehensive and effective administrative support service to the Facilities Department, this includes the operation of a virtual helpdesk and to be overseen by the Admin Manager.

At SSL, we work in partnership with Birmingham and Solihull Mental Health Foundation Trust (BSMHFT), to deliver facilities management, transport and other support services to over 50 sites across the West Midlands. Our team keeps expanding and since our establishment, in 2012, we have grown rapidly though the acquisition of new sites and services. At SSL we take pride in our focus to support and contribute to the Trust’s aim which is to help people get better and challenge the stigma associated with mental illness. We are committed to continuous development of our practices and people and the provision of a fair and friendly work environment for everyone.

**Key Responsibilities**: - Undertake administrative, secretarial, and clerical duties to include the production of letters, Excel spreadsheets and Photocopying to a high standard and filing (electronic and hard copies)
- Maintain electronic diaries for the Estates and Facilities Team as required
- To arrange meetings on behalf of the Senior Administrator and Estates & Facilities Team Managers (Teams or face to face), distribute any associated paperwork relevant to meetings and to make room bookings and hospitality available where required
- To attend meetings (Teams or face to face) as required, taking notes/minutes/action Typing these and distributing if applicable
- To routinely collect and collate data and input daily, weekly or monthly to designated reports/spreadsheets/trackers. For example, small works requests / water running report
- To raise purchase orders and process invoices on procurement system, updating all spreadsheets and files accordingly
- To help produce monthly and quarterly dashboard reports as requested in the formats designated by the team managers
- To help develop and maintain effective filing & retrieval systems
- To communicate effectively &professionally with a wide range of health service personnel (clinical and non-clinical), including those at senior level both internally and externally and external suppliers to the Trust
- To maintain good working relationships with the team
- Monitor & maintain personal & shared mailboxes, checking daily & managing correspondence through
- To undertake any other administrative duties required by the Senior Administrator or Estates & Facilities Team Managers applicable within the nature and grade of the post
- To provide administrative cover when required for admin team, remotely & occasionally from other office
- To support in the request/production of ID card

Training and Development
- On the job training will be given for all aspects
- To participate in SSL’s annual development process, and to help identify own training and development needs
- To have Regular Management Supervision (RMS’s) sessions and 1 to 1’s Bi-monthly with the Administration Manager
- To attend statutory and mandatory training as required or undertake via the e-learning
- To undertake any appropriate training associated to the job which may be considered applicable by the Senior Administrator.

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