Admin Assistant

At MPFT we pride ourselves on staff wellbeing and development and can we offer you:

- Our SOOTHE resources - supporting staff across the trust with their physical, mental and financial health. In addition to the support offered from our occupational health provider Team Prevent.
- Counselling support and lifestyle information with advice on a variety of personal matters
- “In our Gift” providing a platform for your voice to be heard to inform change
- The opportunity to purchase additional annual leave
- Opportunities for flexible working (depending on the role)
- Career development opportunities and coaching plus access to in house training programs
- Innovative research training program entitled STARS (Supporting the advancement of Research Skills)
- Child Care Vouchers Scheme
- Recognition and engagement through our staff LOVE awards, LOVE long service awards and Staff Engagement Surveys
- NHS discounts available via the Blue Card and Red Guava schemes

The post holder’s main duties will be to provide administrative assistance to the Directorate of Facilities and Estates management team covering a wide range of services.

The post holder will be expected to work as part of the wider Administration Team including helpdesk and reception, providing an integrated and flexible service. As such they will be required to undertake duties within other areas of the Administration team when the needs of the service demand it.

Midlands Partnership NHS Foundation Trust (MPFT) is an award winning organisation with over 9000 employees. We are one of the largest integrated Health and Social Care providers, covering services across North & South Staffordshire, Shropshire, Hampshire, Buckinghamshire, Isle of Wight and Essex.

We are embedding values based and inclusive recruitment practices to ensure that all applicants, from any backgrounds, have an equal chance of success in achieving a role with us.
- Open, sort and distribute post following local process
- Type letters, reports and memo’s from written transcription
- Attend meetings to take notes / action plans as required
- Assist with Room Booking enquiries using internal system
- Able to work on own initiative with minimum supervision
- Prioritise own workload and meet deadlines in order to meet the requirements of the post
- Maintain an effective office support system including filing, photocopying, scanning
- Provide support to F&E Managers and the Admin team
- Highlight any shortfalls for example missing data/information to the appropriate manager
- Ensure an up to date office manual is maintained in respect of Helpdesk processes and procedures; paper based and electronic
- Follow and maintain procedures and protocols in accordance to guidelines set by the directorate
- Provide an effective and efficient Helpdesk service to include logging of maintenance and new works requests, on call tickets etc
- Data inputting
- Regularly run reports from the asset management system for monitoring, follow up and closure as required
- Liaise with corporate colleagues such as the Procurement team, Departmental Managers and Leads as required
- Place order requisitions as per instructions received from Supervisor/Manager
- Receipting of orders following delivery, scanning delivery note/service report and upload into the asset management and finance system
- Input invoice costs and information into the asset management system against the relevant work order
- Monitor personal invoice workbench daily, ensuring the process is completed in a timely manner
- Attend Admin team meetings to support the close working and delivery of an effective and efficient Administration team
- Work in conjunction with other Administration team members to ensure adequate office cover
- Work closely with the Support Services Officer to address tasks set and fluctuating workloads
- Responsible for carrying out necessary internal procedural checks to ensure accurate processing of invoices against Any differentials to be clarified with supplier/client/manager
- Receive telephone calls, accurately record messages and ensure suitable follow up action, including re-direction as appropriate ensuring confidentiality is maintained
- Respond to customer’s queries and requests; communicate effectively and ensure information is shared and acted upon
- Liaise with colleagues, clients, contractors and suppliers as required in promoting efficient service delivery and customer care, improving quality wherever possible
- Provide information and advice to new starters, apprentices, trainees, work colleagues, managers, contractors and customers (in line with level of role, training and experience)
- All directorate staff will be required to act up, down and across (within own capabilities and training) as required to ensure that an efficient and professional service is delivered at all times throughout the Directorate and the Trust
- Suggest new improved ways of working as required for own role
- The post hol