Facilities Administrator

5 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**:
Facilities Administrator

**Based at**: Hillis Lodge

**Hours**: 37.5 hours (Mon-Fri)

**Salary**: £23,502.96 - £25,058.29

(There is no need for previous applicants to apply)

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.

SSL is committed to ensuring the safety of all our staff and our customers, service users. In order to prevent the spread of Covid-19, the Government had passed legislation requiring individuals in England who are employed or engaged in the provision of a CQC regulated activity and have face to face contact with patients or service users to be fully vaccinated against Covid-19. SSL is obliged to comply with this statutory obligation. The Government policy takes into account specific exemptions to the requirement to be vaccinated and we recommend that you visit gov.uk for further information. However, this legislation is currently being reviewed and may be revoked. Accordingly, the position set out in this statement will be kept under review in light of any changes to the requirements.

**Key Responsibilities**:
1.1 Undertake all administrative duties. To include the production of letters, databases and
spreadsheets and reports etc.
1.2 Undertake general office duties, such as filing (electronic and hard copies),
1.3 Receiving incoming telephone calls/enquiries, taking messages and directing as
appropriate in a timely and effective manner as required.
1.4 Issuing and balancing petty cash in line with SFI’s and Finance Processes.
1.5 Processing of invoices in line with SFIs and Finance Processes.
1.6 Maintaining stock, obtaining quotations and placing orders with a wide range of
suppliers via multiple routes.
1.7 Reporting and issuing reactive work requests via multiple computer systems.
1.8 Maintain electronic diaries for the Team as required.
1.9 To arrange meetings, distribute any associated paperwork relevant to meetings and to
make room bookings and hospitality available where required.
1.10 To attend meetings as required, taking notes/minutes/action points. Typing these and
distributing within a timely manner.
1.11 To collect and collate routine data and input daily, weekly or monthly to designated
reports/spreadsheets.
1.13 Disseminating team wide communications and to maintain information boards with up to date and relevant information.
1.14 To help produce monthly and quarterly dashboard reports as requested in the formats
designated by the team managers.
1.15 To help to maintain and contribute to producing data for statutory returns for the
Department.
1.16 To help develop and maintain effective filing, retrieval and bring forward systems for the department.
1.17 To help undertake and collate responses and produce reports for department
survey’s/audits.
1.18 To communicate effectively with a wide range of personnel at all levels to ensure a
cohesive workflow and customer service.
1.19 To maintain good working relationships with the team
1.20 To undertake any other administrative, clerical or secretarial duties applicable within the nature and grade of the post.
1.21 Set up and maintain the schedules for inspections
1.22 To receive deliveries on behalf of the department.
1.23 To cross cover for other administrators across the service as and when required.
1.24 To support the request/production of ID cards.

Training and Development
2.1 On the job training will be given for all aspects of the job.
2.2 To participate in SSL’s annual development process, and to help identify own training
and development needs.
2.3 To have Regular Management Supervision (RMS’s) sessions and 1 to 1’s Bi-monthly.
2.4 To attend statutory and mandatory training as required or undertake via the e-learning
system.
2.5 To undertake any appropriate training associated to the job which may be considered
applicable.
- All employees must comply with all SSL and the relevant BSMHFT Policies and

Procedures.
- Confidentiality must be maintained at all times in accordance with GDPR
- To ensure that they contribute and work towards the service/organisati

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