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Facilities Administration Coordinator

3 months ago

Leicester, Leicester, United Kingdom University Hospitals of Leicester NHS Trust Full time

Job Overview

The role involves delivering comprehensive administrative support for the Estates department, ensuring efficient operations within the organization. Responsibilities include managing schedules, coordinating meetings, and taking detailed notes during discussions.

Key Responsibilities

• Provide high-level administrative assistance, including diary management and meeting arrangements.

• Process purchase orders for supplies, ensuring accuracy and timely communication with suppliers.

• Address supplier and invoice inquiries promptly to maintain financial oversight.

• Follow up on outstanding tasks with contractors on behalf of various departments.

• Organize and prioritize workload independently, adapting to the evolving needs of the service.

• Maintain both electronic and physical filing systems for auditing and traceability.

• Manage incoming email correspondence for multiple inboxes efficiently.

• Serve as the first point of contact for contractors and visitors, providing necessary information and ensuring a smooth visit.

Team Collaboration

• Collaborate with the Estates team to support management and colleagues, including training new staff and developing training materials.

• Assist external contractors and visitors with site access and invoice-related queries.

• Oversee the delivery and receipt of goods, ensuring compliance with organizational policies.

• Provide feedback on unresolved tasks to management for further action.

About Us

We are committed to delivering high-quality care and fostering a supportive work environment. Our strategic goals include:

  • Providing exceptional care for all
  • Creating a positive workplace culture
  • Building impactful partnerships
  • Excellence in research and education

We strive to promote health equality and ensure our values of compassion, pride, inclusivity, and teamwork are reflected in our daily operations.

Qualifications and Skills

• Proficient in Microsoft Office and data management.

• Experience in administrative roles, preferably within a healthcare setting.

• Strong communication skills, both written and verbal.

• Ability to manage multiple tasks and prioritize effectively.

• Commitment to upholding the values of the organization.

This position offers an opportunity to contribute to the efficiency of the Estates department while supporting the overall mission of the organization.