Contracts Administrator
1 month ago
Job summary
We are looking for two enthusiastic and driven Administrators to join our established Estate Services Contracts Team. Our team manage a Trust Wide portfolio of contracts ranging from waste, linen, security, cleaning, grounds and gardens to boilers, fire alarms, lifts and automatic doors. The post holders will be responsible for providing secretarial and administrational support.
Do you have a minimum of two years' experience working in an office environment? We are looking for someone who can demonstrate effective secretarial and communication skills, be organised and possess' excellent IT skills; and proficient in the use of Microsoft packages including Excel, Outlook and Word. The role requires the ability to produce quality and accurate documentation to support the contract teams objectives including taking minutes, e-mail correspondence, database entry and spreadsheet reviews and updates.
As a team player, you will need to be enthusiastic, organised and flexible, be able to prioritise your work in order to meet deadlines. Previous experience of working within a contract environment or the NHS is desirable but not essential, as full training provided.
We are recruiting to two full-time ( hours per week over 5 days) roles. An office base(s) will be agreed with the successful candidates and will include minimal travel to other bases for occasional team meetings.
If you are the person we are looking for and are interested in joining our team, we look forward to receiving your application.
Main duties of the job
To provide competent administration and secretarial support to the Estate Services Contract team who manage a range of contracting and support services Trust wide. This will include, arranging meetings and taking minutes, liaison with other departments and external organisations, maintaining records with a high level of detail, updating financial and contract data, data entry, and filing. Assist with drafting documents and correspondence.
Support the teams by maintaining regular contact with contract providers, colleagues and Estate Services, acting as first point of contact for the Trust where necessary and assisting the contract managers by actioning incoming mail to the team e-mails.
Manage and maintain the contract teams central emails, approved contractor database and updating the Estate Service Central Aided Facilities Management (CAFM) system ensuring responses and work is undertaken according to requirements and timescales.
About us
Southern Health is one of the largest NHS Foundation Trusts in the UK, specialising in mental health and learning disabilities, as well as offering physical health community-based services.
With a workforce of more than 7000 and a footprint that spans more than 200 sites across Hampshire, we're wholeheartedly committed to providing the best possible healthcare, reaching a range of diverse communities, whilst placing patients and staff at the forefront of all our endeavours.
We are currently working closely with other NHS Trusts to integrate all our collective community, mental health, and learning disability services. Our new organisation, to be known as Hampshire and Isle of Wight NHS Foundation Trust, is set to launch in July 2024.
The transformation will happen in staggered stages; Hampshire CAMHS, part of Sussex Partnership NHS Foundation Trust joined Southern Health in February 2024, with Isle of Wight NHS Trust mental health and community services transitioning in early May 2024. The final combination of Southern Health and Solent Trusts is anticipated to occur in July 2024, when the new organisation will be formed.
Our new Trust will continue to cater to the unique needs of different communities, making healthcare across the county more accessible, as well as offering staff more opportunities for career development, training and partnership working.
Join us as we embark on this exciting journey to shape the future of healthcare in Hampshire.
Job description
Job responsibilities
Further information about the Trust and this role can be found on the Job Description and Person Specification document attached.
Person Specification
Qualifications
Essential
Educated to GCSE standard to include English language and mathematics grade C or above or equivalent
Desirable
RSA II or equivalent Minute taking/shorthand qualification NVQ II Business administration
Experience
Essential
Knowledge of office procedures Diary Management Excellent working knowledge of Microsoft office programmes including outlook, word and excel Excellent communication skills and telephone manner
Desirable
Knowledge of one or more computer systems, hardware or software procedures
Additional Criteria
Essential
Ability to communicate effectively at all levels Will have worked as part of a team and under own supervision Arranging and supporting meetings of varying sizes and importance Advanced keyboard skills with touch typing Uses DSE equipment for a significant proportion of the day as most tasks computer based Flexible attitude to duties Ability to meet tight deadlines and multitask Ability to work calmly under pressure and to short timescales Inputting and manipulating data information into computer databases Frequent concentration, adaptable to work or pattern changesWe have other current jobs related to this field that you can find below
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