Administrator - Estates

1 week ago

London, United Kingdom Whittington Hospital NHS Trust Full time

Responsible for managing the requisition, ordering, authorisation for payment and creditor processes for all schemes of work, for both capital and revenue, for the day-to-day schemes and all general expenses of the Estates Team. Ensure invoices are processed in keeping with the trust prompt payment requirements. The post-holder will be expected to create, maintain, and develop comprehensive records, making full use of the computer systems available. Line management responsibility for finance/admin officers within Estates and Capital.

Day to day supervision of the team including work allocation of staff. The post will involve close and sometimes complex liaison with all team members within the Estates and Facilities Directorate, the Finance Directorate and the Procurement Directorate and external suppliers. The post holder will be expected to operate flexibility into other administrative roles on a daily basis within Estates. To provide secretarial support service to managers within the Estates Directorate, including minute taking and distribution of notes, reports spreadsheets, orders for goods and services.

The post holder will ensure meetings are efficiently planned, coordinated, and organised, so that meetings run smoothly and efficiently, by co-ordinating the overall meeting schedule, preparing all relevant correspondence and papers and ensuring accurate and open communication with meeting members. To create and manage a centralised filing system on the trusts I drive. Responsible for developing administrative policies and procedures for the department. To lead on departmental projects Support and co-ordinate activities relating to the estates projects.

To book meeting rooms as required, sending out confirmations and booking of equipment needed for meetings. To have a good knowledge of the relevant Trust Financial procedures, capital as well as revenue. Responsible for supporting the Estates team with recruitment of staff, permanent, temporary and agency. Post holder will be responsible for signing timesheets for temporary and substantive staff.

Processing and authorising BANK/Health roster shifts for temporary/substantive staff. To participate in in-service training and mandatory training to meet the needs of the service and Trust. Raise requisitions on behalf of the team and process and record invoices, checking for accuracy, as required. Ensure that the details from invoice and back-up information is captured and recorded on the Estates Database.

Develop paper filing systems, to ensure that information is kept securely and is accessible to other members of the team. Preparing agendas, taking minutes and distributing notes of meetings. To liaise with relevant colleagues and stakeholders to achieve maximum co-operation, mutual understanding and effective working relationships. Provide administrative and general cover for colleagues during periods of absence including annual leave and sickness and to assist colleagues during periods of excessive workloads.

To carry out other appropriate delegated duties as required. Work on own initiative and manage own workload. Use judgement when deciding to escalate issues to senior management team. This role requires long periods of concentration.

Working in a fast paced environment where deadlines may change with little or no notice dependant on operational needs.

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