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Position Overview
An opportunity has emerged to become a vital member of our Technical Support Team, delivering a triage service to our clientele. The team manages inquiries and requests through a Computer Aided Facilities Management (CAFM) system, prioritizing tasks while ensuring that the safety of our clients is never compromised. Occasionally, the requests may be intricate and challenging, necessitating the administrator to maintain composure and focus.
Key Responsibilities
The successful candidate will be expected to:
- Assist the centralized Technical Support function, serving as the primary contact for the broader organization to ensure that reactive tasks are accurately logged and assigned, utilizing the organization's adopted CAFM system through various channels.
- Collaborate flexibly within a team of shared administrators, providing efficient and effective administrative support related to the financial aspects of the Estates and Facilities operations, including processing purchase orders and managing invoice receipts.
- Maintain high-quality and precise records, including databases, trackers, and spreadsheets.
- Organize meetings, accurately document minutes, and maintain action logs.
This role will be focused on delivering a customer-centric service model, requiring excellent organizational and communication skills. The candidate should possess a solution-oriented mindset and a comprehensive understanding of Estates and Facilities functions to ensure that administrative needs are met effectively.
About Essex Partnership University NHS Foundation Trust
We are seeking dedicated individuals who align with our Trust values of Care, Learn, and Empower. In return, we offer a variety of benefits and development opportunities, including:
- Season Ticket Loans
- NHS discounts for staff
- Outstanding training facilities and opportunities
- Annual leave purchasing and selling scheme
- Opportunities to work additional shifts and gain experience in various areas
- Salary sacrifice schemes, including lease cars and Cycle to Work
- Flexible employment options from day one
The Trust actively promotes flexible working arrangements for all employees. We encourage you to discuss potential flexible working options with the hiring manager for this role.
Job Responsibilities
The role involves providing an efficient and effective administrative service to a multidisciplinary team within the directorate.
Responsibilities include:
- Adhering to established administrative processes and engaging in process review and enhancement.
- Functioning primarily within the Technical Support area, acting as the initial point of contact for the organization to log maintenance tasks.
- Managing on-call timesheets for Maintenance Engineers and Estates Engineering Officers, ensuring accuracy and reconciliation for approval.
- Serving as the primary source for reporting Estates information via the CAFM system.
- Identifying urgent tasks and promptly notifying the relevant personnel.
- Supporting the management of the Trust's adopted systems and associated processes.
- Facilitating meetings, preparing agendas, and documenting minutes and action items.
- Performing general administrative duties as required.
- Proactively identifying potential issues that may disrupt departmental operations and escalating them as necessary.
- Ensuring a smooth handover of outstanding administrative tasks.
- Completing word processing tasks, including drafting letters and managing filing duties.
Qualifications and Skills
Essential:
- Business Administration NVQ Level 3 or equivalent experience.
- Proficiency in IT skills, including Word, Excel, PowerPoint, and Access.
- Ability to produce high-quality reports based on data analysis within tight deadlines.
Desirable:
- Understanding of financial recharging mechanisms.
- Familiarity with Integrated Estates and Facilities Management software systems.
- Knowledge of Estates and Facilities services.
Skills and Experience
Essential:
- Confident communicator with strong verbal and written skills.
- Good numeracy skills, equivalent to GCSE level.
