Estates Administrator

1 month ago

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

Job summary

To provide a high level, comprehensive purchasing, receptionist and secretarial administration for the Estates department. To include undertaking diary management, booking meeting rooms, arranging refreshments and to attend meetings; taking accurate notes.

To be responsible for raising purchase orders for materials, Work Orders, PPE and stationery: ensuring that purchase orders are sent to the correct suppliers/contractors and include the correct information in relation to the job with the relevant supporting documentation.

Resolve supplier and invoice queries promptly, chasing outstanding invoices to ensure financial control.

Chase up contractors on outstanding works on behalf of wards and departments.

Be able to organise, plan and work independently, managing own workload and be responsive to the changing needs of the service. Required to work autonomously and take responsibility, using own initiative to act within guidelines.

Creating and maintaining electronic and hard copy office systems to ensure traceability for auditing purposes.

To manage the email correspondence coming into multiple inboxes

Provide a receptionist service for all contractors and visitors attending the Hospital. Ensuring they have the correct information for the job they are attending and all resources to carry out their visit promptly and safely.

Main duties of the job

To work as part of the Estates team supporting management, supervisors and colleagues with workloads, assist training new staff/less experienced colleagues as necessary and creating training documents.

To support external contractors and visitors whilst they are on site and with any access or invoice queries they have. Supporting the Stores Person with ordering of materials and equipment.

Managing own workload and working independently to be responsive to the changing needs of the service, creating and maintaining electronic and hard-copy office systems to ensure the smooth-running of the Estates department.

Resolve supplier and invoice queries promptly, chasing outstanding invoices to ensure financial control.

To sign for deliveries at as well as work completed in the absence of a manager.

To goods receipt these materials and jobs completed and close completed jobs down on the system.

Passing on complex feedback in relation to uncompleted jobs to management.

To goods receipt invoices as directed by the Estates Management Team, utilising CAFM and e-financial systems; using strong problem solving and analytical skills to pick up on any discrepancies before invoices are authorised for payment.

Paying special attention to ensure that the invoices are raised in accordance with the service contract in place if applicable, for the correct values and quantities, communicating any discrepancies back to the contractor/finance department.

About us

Our new strategy, developed with the support and feedback of colleagues, patients, and partners, is our compass for the next seven years (2023-2030).

We have four primary goals:

high-quality care for all, being a great place to work, partnerships for impact, and research and education excellence

And we will embed health equality in all we do - taking active steps to reduce the avoidable differences in healthcare that some people face, working in partnership with communities.

Our strategy is underpinned by new values and we will work to ensure they are an everyday reality for all:

we are compassionate, we are proud, we are inclusive, and we are one team

This is an exciting moment as we look to the future with clarity on what we already do well and where we need to focus our energies to make an even bigger difference for the people we serve.

About the University Hospitals of Leicester NHS Trust:

Job description

Job responsibilities

To provide a comprehensive, purchasing and secretarial administration support for the Estates Management Team within the Hospital to enable them to carry out their roles effectively. Undertaking diary management of self and other members of the team/management, accurate note taking of complex data at a senior level; inclusive of meetings via teams, organising meeting rooms and refreshments, communicating effectively both verbally and in writing with a wide range of professional colleagues and outside contractors.

Copy typing, producing signage, scanning, photocopying, filing and archiving documentation.

Provide a receptionist service for all contractors and visitors attending the Estates department of the Hospital. Ensuring they have completed a site induction, have the correct information for the job they are attending, adequate parking to carry out the job, access and a site contact, support in reading the asbestos register and any other supporting documentation they need. To also work alongside the Capital works management team to support in this area, having an awareness of their current projects and to understand and solve any logistical issues or issues which could affect Estates contractors.

To manage the email correspondence coming into central Estates mailboxes, prioritising and forwarding emails which need management attention. Ensure all servicing documentation received is filed accurately, that any recommendations are communicated to management and that relevant purchase orders are raised.

To provide training, guidance and supervision, to less experienced colleagues and new starters, creating training documents to communicate when required. Propose changes to departmental policies and working practices if issues arise, communicating changes to managers and colleagues.

Support the Head of Estates to ensure the Estates Management and Supervisory teams have completed their mandatory training and any additional training prescribed by the Estates training/competency matrix.

Communicating effectively both verbally and in writing with a wide range of professional colleagues, service users and external contractors.

Return of goods to suppliers, ensuring they are dealt with in a safe, prompt and cost-effective manner, in line with Trust policies and procedures.

Person Specification

Commitment to Trust Values and Behaviours

Essential

Must be able to demonstrate behaviors consistent with Trusts Values And Behaviours

Training & Qualifications

Essential

RSA III Typing or Equivalent keyboard skills NVQ III in Business Admin or Equivalent experience Excellent knowledge of Microsoft Office and Skills Data Processing and Analysis

Desirable

ilm Level 3

Experience

Essential

Experience of working within the NHS environment in Operational Estates Experience of Managing multiple engineers diaries and work loads Experience of supervising staff Experience of developing systems and processes to improve on our KPI's and implement changes for the benefit of the department Good Understanding of office procedures and technology Experience of taking minutes at a senior level Demonstrate ability to sustain initiative and direction under difficult circumstances Experience of dealing with CMG's /contractors/public and head of service

Desirable

At least 2 years' experience in a large complex organisation experience of working with modern CAFM Systems

Communication and relationship skills

Essential

Excellent communication skills, both written and verbal, including the ability and confidence to liaise with all services and trades Ability to handle sensitive information with the confidentiality Must have excellent interpersonal skills at all levels internally and externally.

Desirable

Be Able to deal with complaints and queries in a professional and informative manner

analytical and judgement skills

Essential

Must be able to use own initiative without direct supervision Must be able to multitask and deal with frequent interruptions when carrying out complex tasks Must have excellent attention to detail with a high level of precision and accuracy

Planning and Organisation skills

Essential

Excellent organisational and planning skills with the ability to manage difficult situations and prioritise workloads. Ability to forward plan and delegate tasks and have the confidence to do so Be able to organise meetings and workshops.

Equality, Diversity and Inclusion

Essential

Able to demonstrate a commitment to and understanding of the importance of treating all individuals with dignity and respect appropriate to their individual needs All staff are expected to engage in compassionate and inclusive leadership in the provision of high quality care and interactions with others

Other Requirements

Essential

Must have a driving licence and be able to travel between sites at short notice

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