Admin Support Officer - Estates
Job Description
Job summary
We are looking for a highly organised individual to join our exceptional Building Department within Estates Services at the Royal Preston Hospital?.
As a Trust, we are committed to promoting and encouraging professional development . We provide an environment where individuals with relevant experience can further their careers through education and training ??.
You will liaise with various suppliers and finance departments to handle orders, invoice queries, and payments ?. Effective organisation and management of your own workload will be crucial, and you will also support the Front of House maintenance team. ?
Main duties of the job
You will provide efficient secretarial and administrative support to the Operational Estates Management Team, ensuring smooth operation of the Estates Information Database systems. This includes processing financial, procurement, and asset data, as well as maintaining a Contractor CIS database. You will be responsible for running, formatting, validating, and issuing final invoicing data for contractor and supplier payments. While you will be accountable for your own actions, you will be expected to manage your workload independently, with minimal supervision.
Demonstrating excellent organizational skills, flexibility, and the ability to take initiative, you will uphold consistently high standards of professionalism. You will report directly to the Estates Building Services and Contracts Manager, who will oversee the provision of a comprehensive range of secretarial and administrative functions supporting the Operational Estates Management Team.
All duties and responsibilities must be carried out in line with the competency levels defined in the SKSF outline for this role. Additionally, all staff are expected to adhere to the Trust's core values and behaviours.
About us
We have 10,000 fantastic people working hard to deliver quality services to our patients. Whatever your role, you help look after 370,000 people in our local area & give specialist care to 1.5 million people across Lancashire & Cumbria.
Working with us gives you the knowledge and sense of pride that every activity you do genuinely does make a difference to support our patients & staff, ensuring we keep thriving & delivering outstanding healthcare right across our local towns.
You'll have access to varied development opportunities, learn new skills, meet fab people & do things you'd never have done. You'll learn about working in a hospital, interacting with people from all different roles to build skills & enhance your career path.
You'll make an impact, be challenged to think differently, be bold & help innovate to keep improving things. Everything we do centres around patient care and enhancing their experience which means your role is pivotal and something really to be proud of.
Job responsibilities
- Ensure that the Facilities Management, (FM First), andMobile Task Management Systems are kept up to date andaccurate in terms of calls logged and completed, and thatnotes and supporting documentation are added to thesystem as necessary ensuring job feedback.
- Running off monthly activity reports in respect ofperformance for both reactive and planned maintenancework.
- Help plan and set up all preventative maintenance, (PPMs)jobs, both statutory and non-statutory.Respond to difficulties and faults raised by customers andusers of the Facilities Management Software systems.
- Organise priorities and deal with maintenance requests,providing call logging, analysis and resolution services forservice users in relation to all estates issues.
- Provides an efficient telephone helpline service, dealingwith requests from customers/clients for a range of servicesdelivered by the Directorate, i.e. building, engineering,waste management etc.
- Liaises with various Suppliers/Finance regarding raisingorders, invoice queries, payments etc.
- Processes stock/non-stock requisitions via Oracle system.
- Ensure adequate stationery stock levels are available andkept secure for the department.
- Ensures that monthly Staff Attendance Record is accuratelyrecorded and submitted within Health Roster in thenecessary timescales, including the coordinating ofadditional hours, on-call hours etc. for all departmental staff.
- Organise and keep up to date all departmental trainingrecords
- Provides training and mentorship to new starters andcolleagues as required, which includes discussion,explanation, shadowing and practical demonstration
- Manages correspondence within the department, openincoming mail, sort, collate and arrange distribution.
- Arranges meetings and manages appointments.
- Word processing of contract and other documents inaddition to general correspondence.
- To assist in the production of reports and carries out filing,photocopying and laminating of documents.
- Manages and develops filing systems within the department
- Develop and maintain effective working relationships withmanagers, colleagues, contractors and trust wide serviceusers.
- Provide managerial, technical and operational advisorysupport to the maintenance staff and contractors to theTrust.
- Provide operational advisory support to Trust staff andmanagers to ensure compliance with all safety standardsand procedures
- Replies to routine correspondence on behalf of themanagement team, prepare agendas, take formal minutesat meetings for distribution to external and internal contacts,research information for reports and pre-meeting briefings.
- Deals with verbal, written and face to faceenquiries/complaints across the range of services (i.e.engineering and building maintenance and general facilityissues) from patients, visitors and staff, in a diplomatic,sensitive and professional manner. Complicatedinformation to be communicated with various internal andexternal contact
Person Specification
Qualifications and Education
Essential
- General education to GCSE level or equivalent
- Good knowledge of clerical/secretarial/office management procedures acquired through NVQ level 3, or equivalent, relevant practical experience.
Desirable
- NVQ level 3 in word processing/software and use of IT databases plus relevant practical experience
Knowledge and Experience
Essential
- Experience of Microsoft Windows packages to include word processing, IT/database processing skills
- Demonstrate a commitment to continuing professional development
Desirable
- Previous experience of working within the NHS.
- Experience of using IT databases (MS Access/Oracle)
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details
Employer name
Lancashire Teaching Hospitals NHS Foundation Trust
Address
Royal Preston Hospital
Preston
PR2 9HT
Employer's website
https://www.lancsteachinghospitals.nhs.uk/ (Opens in a new tab)
