Administrator - Contracts and Waste, Estates and

3 weeks ago

Basildon, United Kingdom Essex Partnership University NHS Foundation Trust Full time

The Trust is seeking a focussed individual who has the knowledge and experience to provide dedicated administrative support to the Waste and Contracts function within the Estates and Facilities department. The successful applicant must have an eye for detail and a proactive approach towards contract management (Waste and any additional contracts as directed by the Line Manager) ensuring that these are aligned to the Trust requirements. The Waste and Contracts Administrator will work closely with departmental leads and key stakeholders (including Contracts, Finance and Procurement) to ensure the delivery of an effective and efficient service.

This is an opportunity to join a Trust that actively seeks to support staff development and career advancement from within an E&F structure that receives clarity from working to the ISO9001 quality management system.

The post holder will be expected to work flexibly supporting the estates and facilities administration team in delivering the general department administration while covering all aspects of the day to day management of the large contracts and waste services as directed by the Quality Manager.
1. To input and maintain estates and facilities data in respect of the estates large contracts utilising the 3i system
2. To keep accurate records of all contracts, outcomes of their performance reviews while monitoring the contract KPI’s
3. To produce reports for the quality manager indicating the status of each large contracts administered within the scope of this job description.
4. To raise purchase orders relating to all estates and facilities matters including estate contracts
5. To ensure invoices are correctly receipted, ensuring the department is audit ready
6. To provide a weekly total of waste tonnage and type in preparation for ERIC and PAM systems.
7. To take help desk calls as and when required and feeding the information into the 3i maintenance system, to ensure the E&F team are sighted on the issue.
8. To provide administrative support for the Trust Quality Manager as and when required.

Please refer to JD for further duties.

EPUT has a large property portfolio, circa 230 properties spread across North, South and West Essex as well as Bedfordshire & Luton. The Estates and Facilities department drives both the day to day and long term maintenance / operational requirements of EPUT. Estates and Facilities work in conjunction with the Properties and Capital Projects teams to meet the needs of the overall healthcare economy.

General Duties.

To work as part of a team providing a generic support services function to ensure cover is provided for each area of work i.e. generating orders, external and internal client recharges, raising debtor’s requests, invoice instructions, reception, helpdesk, data collection, uniform distribution.

**To reconcile invoices, this will include**:

- Checking the invoiced information is correct against the contract price
- Keeping records of information and providing the Quality Manager with accurate figures for inclusion in monthly/yearly returns
- Investigate and resolve minor discrepancies raised during the reconciliation process - this will include contacting the supplier
- Pricing labour costs on internal works and forwarding completed worksheets to the finance department
- Process orders and invoices and maintain accurate data bases/records
- Collation of hospitality recharges and raise appropriate paperwork for the finance department

Will devise and produce periodic and routine reports for the Directorate i.e. key performance target reports, invoicing data, analysis of the performance of the helpdesk.

To liaise with other disciplines, departments, managers, external agencies and service users to ensure the Directorate services are providing an effective support service.

Support the Quality Manager with the maintenance and updating of the Directorate technical library e.g. professional publications, technical information, estates guidance notes.

Risk Management

To assist with the completion of audits, inspections and surveys as requested within the facilities and support services functions ensuring that corrective action is promptly executed.

To be aware of your own responsibilities for health and safety at work and ensure that all Trust and departmental health and safety policies are abided by.

Communication and Relationship Skills

The post holder will be required to provide and receive information some of which may be contentious and of a sensitive nature. The post holder will ensure the appropriate knowledge and information is communicated internally to a wide range of staff ranging from frontline operational staff to the Heads of Services and on occasions, Directors. The post holder will be expected to communicate effectively with internal and external stake holders and external agencies which will include staff from other local health care providers, local authorities, suppliers, contractors, service

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