Estates and Facilities Administrator

5 months ago

London, United Kingdom Chelsea and Westminster Hospital NHS Foundation Trust Full time

The Estates and Facilities Management team are responsible for the support services of the Trust including estates services, facilities services, transport, telecommunications, and capital projects and interpreting. The team is responsible for the smooth running of these services and ensures that the service contracts are monitored for compliance in line with strict regulations.

The role of the post holder will act as the first point of contact for the team, liaising with Trust staff, suppliers and contracted services. The role will primarily be to provide administrative tasks to support the Trust Estates and Facilities Management team and co-ordinate the various facets of Facilities Management throughout the organisation. This will involve the receiving and prioritising of incoming work, redirecting where necessary before passing to the Estates & Facilities Managers. Receive a variety of telephone calls on behalf of the Team and using initiative, tact, and discretion to deal with matters where possible, taking messages and re-directing calls as appropriate. Liaise with staff from external agencies and internal departments, therefore a calm, clear telephone manner is essential.

This is an amazing opportunity for a motivated, organised, and enthusiastic individual who would like to gain experience in an innovative team.

To ensure the provision of an effective administrative support (across both sites - Chelsea and West Minster Hospital and West Middlesex University Hospital) to the department and Leadership team.

Processing departmental purchasing and purchase orders using IT systems

Maintain and update departmental standard documents.

Maintain existing office administrative systems, including managing office supplies and the central filing system.

Co-ordinate the diaries of the Facilities Management Team / Project Managers and assist with the day-to-day efficient running of the office.

Provide absence cover for the other administrators within the team and ad hoc admin support, as required.

To act as a point of contact for all communications to the office and deal with appropriately, including the exchange of sensitive or contentious information.

To ensure all queries into the office are dealt with in a timely and professional manner, initiating actions and follow ups and reporting progress as appropriate, using judgment to ensure that messages and actions are prioritised and brought to the attention of the relevant member of the team with any supporting information.

To effectively maintain appointments and meeting rooms diary, arranging engagements and dealing with enquiries, prioritising appointments

To ensure the effective processing of incoming and outgoing mail and deliveries

Chelsea and Westminster Hospital NHS Foundation Trust is proud to be one of the top performing and safest trusts in England. We have two main acute hospital sites—Chelsea and Westminster Hospital and West Middlesex University Hospital, plus our award-winning clinics across North West London and beyond.

**Provide administrative support to the team, including**:
Attend the Trust’s User Group / Committee Meetings where specified by the Management Team/ Estates & Facilities Business Manager.

Assist when required with the administration of the Trust’s car parking, room booking facilities, and invoicing Processing invoices and purchase orders

Ensure deadlines are met with regard to requests and reports which will include information gathering and collation of sensitive material, as required.

Ensure an effective process is in place for ordering and maintaining office supplies within budget and demonstrating value for money in line with Trust procedures.

To support the completion of staff payroll documentation as directed by the Business Manager ensuring documentation is accurate and completed within designated timescales.

Support with accurate recording of staff absence and report to Leadership Team

Carry out any additional duties, including designated project work or tasks as requested to achieve the delivery of an efficient, pro-active and high-profile Administrative Support Service.

Complete all mandatory training within deadline.

Support with report writing and third party data request e.g. ERIC Return/ FOI’s

Contribute to the continued improvement and quality of the Administrative Support Services

Contribute and support with the department Sustainability plan

Contribute to the Cost Improvement Plan ‘CIP’

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