Estates Support Coordinator

3 weeks ago

Brighton, Brighton and Hove, United Kingdom Sussex Community NHS Foundation Trust Full time

Position Overview

The Estates Support Coordinator plays a vital role in the efficient operation of the Estates helpdesk, providing a comprehensive administrative and secretarial service to the Estates management team while ensuring confidentiality is maintained at all times. The individual in this position is expected to operate independently, utilizing their initiative to effectively plan and manage multiple responsibilities. A significant aspect of this role involves delivering exceptional customer service and fostering strong relationships with all stakeholders.

Key Responsibilities

  • Oversee the functionality of the helpdesk, including the initiation and closure of work orders.
  • Serve as the primary contact for personnel to report absences and illnesses, ensuring daily reports are submitted accurately.
  • Collaborate with in-house maintenance personnel to guarantee timely completion of tasks and proper sign-off of work orders.
  • Generate monthly reports detailing outstanding work orders and individual staff performance metrics.
  • Input and manage data, reviewing the electronic calendar to track annual leave.
  • Demonstrate empathy and provide reassurance when addressing concerns from distressed staff or property tenants.
  • Assist Estates managers with audits and surveys, compiling data to create and maintain precise Excel spreadsheets.
  • Monitor and manage office supplies.
  • Offer support to Estates colleagues throughout the organization.
  • Ensure that visitors and contractors are properly signed in and oriented, providing necessary information and assistance.
  • Report any issues that may impact service delivery to the Estates Managers.
  • Implement existing organizational policies and procedures while contributing to the development of new administrative protocols within the role's scope.
  • Perform any additional duties aligned with the grade and scope of the position.

About Sussex Community NHS Foundation Trust

Sussex Community NHS Foundation Trust is the primary provider of community health services across the region. Our dedicated team of 6,000 professionals serves a diverse population, delivering essential medical, nursing, and therapeutic care to both adults and children.

Our vision is to provide outstanding care at the heart of the community, assisting individuals in planning, managing, and adapting to changes in their health, while supporting the reduction of avoidable hospital admissions and minimizing hospital stay durations.

We offer a wide range of opportunities across various services, including medical, clinical, support, and corporate roles.

Why Join Us?

  • Positive feedback from recent staff surveys, highlighting our commitment to compassionate culture and leadership, as well as staff wellbeing support.
  • Diverse working environments, including community settings, patient homes, and local hospitals.
  • Flexible working arrangements, including part-time, flexible hours, and retirement options.
  • Comprehensive training and development opportunities.
  • Research initiatives available.
  • Affordable workplace nurseries in various locations.
  • Active staff networks promoting diversity and inclusion.
  • Recognized as a Disability Confident Leader, dedicated to fostering inclusive workplaces.
  • Veteran Aware Trust, achieving accreditation from relevant healthcare alliances.
  • Access to a variety of benefits and discounts for NHS staff.

Job Responsibilities

The Estates Support Coordinator is responsible for executing a range of administrative, secretarial, and coordination tasks for the Estates management team, ensuring the effective operation of the Estates helpdesk.

This role serves as the initial point of contact for Estates services inquiries.

Responsibilities include addressing inquiries appropriately, utilizing initiative within the scope of delegated authority, and referring to a manager when necessary.

The position requires providing accurate and professional information to the Estates management team and Trust Managers as needed.

Additionally, the role involves developing an efficient filing system for Estates-related information, property records, service contracts, and other relevant documents, both in physical and electronic formats. Regular reviews and updates of this system are essential, along with suggesting and implementing improvements as necessary.

Qualifications and Experience

Essential Qualifications

  • A solid educational background with strong literacy and numeracy skills.
  • Participation in courses or further studies demonstrating personal development.

Desirable Qualifications

  • NVQ level qualification or equivalent experience.

Essential Experience

  • Proven experience in an administrative office setting.
  • Experience working under tight deadlines.

Desirable Experience

  • Familiarity with extracting management information reports from databases and presenting data in user-friendly formats.
  • Previous administrative experience within the NHS.

Skills and Knowledge

Essential Skills

  • A proactive and forward-thinking approach.
  • Ability to prioritize and manage a large and conflicting workload.
  • Capability to work effectively under pressure.
  • Strong initiative and ability to work independently.
  • Excellent communication skills, able to engage with staff at all levels through various media.

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