Estates Support Officer

3 weeks ago

Shrewsbury, United Kingdom NISI Staffing Full time

We are recruiting **Estates Support Officer** for our NHS client in **Shrewsbury.**

**Job Purpose**:
Works using own initiative to provide administrative support to the Estates (including Medical Engineering Services) operational, waste, projects, compliance and IT systems teams, which includes typing/word processing and the distribution and filing/collating of documents, together with acting as the first point of contact for enquiries from ‘end-users’ of the Estates services.

Takes and transcribes formal minutes for Trust and Estates Committees and collates information for inclusion in reports and papers for the latter Committees, and uses the Estates IT systems, such as Micad and RAMS, to store and retrieve estates data to produce management reports to assist with the efficient and effective operation of the Department, seeking to automate manual processes wherever possible to maximise productivity.

The post holder will be expected to work autonomously within defined policies and procedures in providing a variety of administrative services, ensuring a high quality value adding service to ‘end users’, customers and patients.

**Main Duties and Responsibilities**:
~ Acts as a first point of contact for the Estates Management Team, dealing with staff of all levels inside and outside the Trust
~ Diary management on behalf of the Operational Managers, including resolution of conflicting diary appointments
~ Prioritisation and delegation of incoming mail and telephone calls
~ Organisation of meetings, conferences, presentations, workshops and training events, including arranging external speakers, booking venues and all associated administration
~ Organisation of patient, carer or public meetings on behalf of the Operational Managers
~ Provision of suitable travel and accommodation arrangements for the Operational Managers and other staff on an ad hoc basis
~ Minute taking and transcription of formal meetings (‘published’ minutes) on behalf of the Operational Managers.
~ Creation of databases and/or spread sheets and use of specialist software and systems, such as Micad and RAMS
~ Collation of data and documentation relating to waste production and management and, recording of any issues around non-conformance by the Waste Contractors and the Trust, bringing these to the attention of the relevant Manager
~ Preparation, typing and distribution of correspondence, reports and ad hoc papers to support the work of the Operational Managers and Clinical Centre
~ Implementation of relevant office policies and procedures, suggesting changes as appropriate
~ Management of office systems, including a ‘Bring Forward’ system for meeting papers and pending items
~ Responsibility for maintaining storage and retrieval systems (paper or electronic) on behalf of the Operational Managers or for other Centre requirements
~ Preparation of New Works Quotations, ensuring the correct procedure is adhered to and appropriate departmental recharges are undertaken
~ Collation of data/documentation and the associated production of reports for Estates and Trust Committees and for the Operational Managers. Raising issues with the appropriate Manager
~ Collating and reporting on Capital Project plans/costs/timescales and variations to contract

**Education and Qualifications**:
~ 4 GCSEs (C and above) or equivalent
~ NVQ3 or RSA3 (typewriting/word processing) or equivalent qualification/experience

**Experience**:
~Proven ability to provide administrative/secretarial services.
~ Evidence of ability to achieve own work targets.
~ Knowledge of software programmes
~ Relevant experience in administrative/secretarial roles

**Skills and Knowledge**:
~ Evidence of standard level use of IT packages such as the Microsoft Office suite of products.
~ Excellent typewriting/keyboard skills
~ Knowledge of good practice and systems of work within administrative/secretarial fields
~ High standards of grammar and spelling.
~ Ability to take and transcribe formal (published) minutes for Trust and Estates Committees
~ Able to concentrate for long periods, such as when transcribing minutes or typing reports for Trust Committees
~ Manages own workload and Calendars/Diaries for others and arranges meetings
~ Well organised and reliable
~ Good time management
~ Team worker
~ Calm and confident in manner

**Start ASAP for 6 months contract with £11-12/h.**

**Job Types**: Full-time, Temporary contract

**Salary**: £11.00-£12.00 per hour

Schedule:

- 8 hour shift
- Monday to Friday

Work Location: One location

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