Estates Operations Coordinator

3 weeks ago

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

Job Overview

The Estates Operations Coordinator will deliver comprehensive administrative support to the Estates department, ensuring efficient purchasing, reception, and secretarial functions. This role encompasses managing diaries, coordinating meeting spaces, arranging refreshments, and accurately documenting meeting notes.

Key responsibilities include generating purchase orders for materials, work orders, personal protective equipment, and office supplies, ensuring all orders are directed to the appropriate suppliers with the necessary supporting documentation.

It is essential to address supplier and invoice inquiries promptly, following up on outstanding invoices to maintain financial oversight.

The role also involves liaising with contractors regarding pending work on behalf of various departments.

Successful candidates will demonstrate the ability to organize, plan, and work autonomously, managing their workload while adapting to the evolving needs of the service. This position requires initiative and the capacity to operate within established guidelines.

Maintaining both electronic and physical office systems is crucial for ensuring traceability for auditing purposes.

The Estates Operations Coordinator will oversee email communications for multiple inboxes and provide a welcoming reception service for contractors and visitors, ensuring they have the necessary information and resources for their visits.

Main Responsibilities

As a member of the Estates team, you will support management and colleagues with their workloads, assist in training new staff, and develop training materials as needed.

You will facilitate the presence of external contractors and visitors on-site, addressing any access or invoice-related inquiries. Additionally, you will assist the Stores Person with material and equipment orders.

Independently managing your workload while responding to the service's changing needs is vital, as is the creation and maintenance of efficient office systems to ensure the smooth operation of the Estates department.

Timely resolution of supplier and invoice issues is expected, along with signing for deliveries and completed work in the absence of a manager.

You will be responsible for receiving goods and closing completed jobs in the system, as well as communicating complex feedback regarding unfinished tasks to management.

Invoicing will be processed according to directives from the Estates Management Team, utilizing financial systems and applying strong analytical skills to identify discrepancies before approval for payment.

Attention to detail is paramount to ensure invoices align with service contracts, and any inconsistencies must be communicated back to the contractor or finance department.

About Us

Our strategic vision, shaped by insights from colleagues, patients, and partners, guides our efforts over the next several years.

We are committed to:

  • Delivering high-quality care for all,
  • Creating an exceptional workplace,
  • Building impactful partnerships, and
  • Excellence in research and education.

We prioritize health equality, actively working to address healthcare disparities in collaboration with communities.

Our values are fundamental to our mission:

  • Compassion,
  • Pride,
  • Inclusivity, and
  • Teamwork.

This is an exciting time as we focus on our strengths and identify areas for improvement to enhance the services we provide.

Job Responsibilities

The Estates Operations Coordinator will provide extensive administrative and purchasing support to the Estates Management Team, facilitating their effectiveness in fulfilling their roles. This includes managing diaries, accurately recording complex data during meetings, organizing meeting logistics, and ensuring effective communication with a diverse range of professionals and contractors.

Additional tasks include typing, producing signage, scanning, photocopying, filing, and archiving documents.

Providing a reception service for contractors and visitors to the Estates department is essential, ensuring they complete site inductions and have the necessary information for their tasks.

You will manage incoming email correspondence for central Estates mailboxes, prioritizing and forwarding messages requiring management attention. It is also important to accurately file servicing documentation and communicate recommendations to management.

Training and supervising less experienced colleagues and new hires, as well as proposing improvements to departmental policies, will be part of your responsibilities.

Supporting the Head of Estates in ensuring compliance with mandatory training for the Estates Management and Supervisory teams is crucial.

Effective communication with colleagues, service users, and external contractors is essential.

Returning goods to suppliers safely and efficiently, in accordance with Trust policies, is also a key responsibility.

Commitment to Trust Values and Behaviors

Essential

  • Demonstrated behaviors consistent with Trust Values and Behaviors.

Training & Qualifications

Essential

  • RSA III Typing or equivalent keyboard skills.
  • NVQ III in Business Administration or equivalent experience.
  • Proficient in Microsoft Office and related skills.
  • Data processing and analysis capabilities.

Desirable

  • ILM Level 3.

Experience

Essential

  • Experience in the NHS operational estates environment.
  • Experience managing multiple engineers' schedules and workloads.
  • Experience supervising staff.
  • Experience developing systems to enhance KPIs and implement beneficial changes.
  • Understanding of office procedures and technology.
  • Experience taking minutes at a senior level.
  • Ability to maintain initiative under challenging circumstances.
  • Experience interacting with contractors and service heads.

Desirable

  • At least two years' experience in a large, complex organization.
  • Experience with modern CAFM systems.

Communication and Relationship Skills

Essential

  • Excellent written and verbal communication skills, with the ability to liaise confidently with all services and trades.
  • Ability to handle sensitive information confidentially and maintain excellent interpersonal skills.

Desirable

  • Ability to address complaints and queries professionally.

Analytical and Judgment Skills

Essential

  • Ability to work independently without direct supervision.
  • Capability to multitask and manage frequent interruptions during complex tasks.
  • High attention to detail with precision and accuracy.

Planning and Organization Skills

Essential

  • Strong organizational and planning skills to manage challenging situations and prioritize workloads.
  • Ability to forward plan and delegate tasks confidently.
  • Capability to organize meetings and workshops.

Equality, Diversity, and Inclusion

Essential

  • Commitment to treating all individuals with dignity and respect according to their needs.
  • Engagement in compassionate and inclusive leadership to provide high-quality care.

Other Requirements

Essential

  • Possession of a driving license and ability to travel between sites on short notice.

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