Administrator - Estates

1 month ago

London, United Kingdom Whittington Health NHS Trust Full time

This role will be to undertake a full range of administrative, clerical, financial and secretarial duties as requested from the Head of Estates.

Responsible for managing the requisition, ordering, authorisation for payment and creditor processes for all schemes of work, for both capital and revenue, for the day-to-day schemes and all general expenses of the Estates Team.

To provide secretarial support service to managers within the Estates Directorate, including minute taking and distribution of notes, reports spreadsheets, orders for goods and services.

To create and manage a centralised filing system on the trusts I drive.

Responsible for developing administrative policies and procedures for the department.

Support and co-ordinate activities relating to the estates projects.

To book meeting rooms as required, sending out confirmations and booking of equipment needed for meetings.

Responsible for supporting the Estates team with recruitment of staff, permanent, temporary and agency.

Post holder will be responsible for signing timesheets for temporary and substantive staff.

Processing and authorising BANK/Health roster shifts for temporary/substantive staff.

To participate in in-service training and mandatory training to meet the needs of the service and Trust.

Use a variety of software packages to ensure documents are of a high standard, particularly Excel and Word.

Preparing agendas, taking minutes and distributing notes of meetings.

This role requires long periods of concentration. Working in a fast paced environment where deadlines may change with little or no notice dependant on operational needs.

Whittington Health serves a richly diverse population and works hard to ensure that all our services are fair and equally accessible to everyone.

Nowhere is this more obvious than in the way we look after our staff. We aim to employ a workforce which is as representative as possible of this population, so we are open to the value of differences in age, disability, gender, marital status, pregnancy and maternity, race, sexual orientation, and religion or belief.

The Trust believes that as a public sector organisation we have an obligation to have recruitment, training, promotion and other formal employment policies and procedures that are sensitive to these differences. We think that by doing so, we are better able to treat our patients as well as being a better place to work

Responsible for managing the requisition, ordering, authorisation for payment and creditor processes for all schemes of work, for both capital and revenue, for the day-to-day schemes and all general expenses of the Estates Team.

Ensure invoices are processed in keeping with the trust prompt payment requirements. The post-holder will be expected to create, maintain, and develop comprehensive records, making full use of the computer systems available.

Line management responsibility for finance/admin officers within Estates and Capital. Day to day supervision of the team including work allocation of staff.

The post will involve close and sometimes complex liaison with all team members within the Estates and Facilities Directorate, the Finance Directorate and the Procurement Directorate and external suppliers.

The post holder will be expected to operate flexibility into other administrative roles on a daily basis within Estates.

To provide secretarial support service to managers within the Estates Directorate, including minute taking and distribution of notes, reports spreadsheets, orders for goods and services.

The post holder will ensure meetings are efficiently planned, coordinated, and organised, so that meetings run smoothly and efficiently, by co-ordinating the overall meeting schedule, preparing all relevant correspondence and papers and ensuring accurate and open communication with meeting members.

To create and manage a centralised filing system on the trusts I drive.

Responsible for developing administrative policies and procedures for the department.

To lead on departmental projects

Support and co-ordinate activities relating to the estates projects.

To book meeting rooms as required, sending out confirmations and booking of equipment needed for meetings.

To have a good knowledge of the relevant Trust Financial procedures, capital as well as revenue.

Responsible for supporting the Estates team with recruitment of staff, permanent, temporary and agency.

Post holder will be responsible for signing timesheets for temporary and substantive staff.

Processing and authorising BANK/Health roster shifts for temporary/substantive staff.

To participate in in-service training and mandatory training to meet the needs of the service and Trust.

Raise requisitions on behalf of the team and process and record invoices, checking for accuracy, as required. Ensure that the details from invoice and back-up information is captured and recorded on the Estates Database.

Use a variety of software packages to ensure docume

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