Office Administrator
Job Description
Job summary
We are looking for a dynamic and flexible Administrator to join our Retained Estates Team in Southmead Hospital, Bristol.The Retained Estates is a multi-disciplinary team who assess and manage the maintenance within site and offsite properties. You will support senior managers in a wide range of administrative tasks. The post holder will offer administrative support across the locality and will need to be flexible with regards to working across bases.The post holder must be able to communicate effectively with colleagues from different departments and able to express yourself equally well verbally and in writing. This is a busy role with a need for excellent IT skills and the ability to learn new IT systems efficiently.You must be adept at multi-tasking and excellent at managing your time and prioritising tasks to facilitate the smooth running of this key team function.As part of your role, you will be expected to work Monday to Friday 8:00 am to 16:00 pm.The role is based at Beaufort House, in Southmead Hospital.
Main duties of the job
o Provide full reception and administration support in all aspects of the administration and general running of the Estates Departmento Monitor annual leave and absences of the trade team.o Use Community Electronic systems i.e. eRoster, Teams, Planeto Manage telephone, e-mail and in person querieso Log the faults /requests and close work orders once the work is completedo Maintain spreadsheets and electronic documentso Prioritise workload, work without direct supervisiono Attend meetings and training as requiredo Circulate information to staff as directed by the management team, ensuring distribution lists are kept up to dateo The control of the keys and badges will be in the post holder chargeo Liaising with other departments, resolving queries and assisting the Workflow Coordinator and other managers.o Data entry is also a fundamental part of the role, with special attention to detail
About us
North Bristol NHS Trust employs over 12,000 staff providing healthcare to the residents of Bristol, South Gloucestershire and North Somerset from our award-winning hospital building at Southmead. We are the regional Major Trauma Centre, and an internationally recognised centre of excellence in a range of services and major specialities. Our vision is that by enabling our teams to be the best that they can be, we will provide exceptional healthcare, personally delivered.
North Bristol NHS Trust values all people as individuals. We aim to be an anti-discriminatory organisation and are committed to building a team that represents a variety of backgrounds, perspectives, and skills. We welcome applicants from all underrepresented groups.
Job responsibilities
Provide a full Administration, Helpdesk and Reception service to the facilities directorate as part of the facilities central administration team which includes but is not limited to:-
Estates Department Team are looking for an Administrator. The role is (Monday to Friday) 37.5 hours per week. The role would suit a proactive, confident, self-starter who is prepared to work in a busy and often noisy open office within a fun team that works hard. This is a varied administrative role, and a steep learning curve is required at first. Tasks include attending the reception of the department, make sure to deliver and receive the necessary keys and badges for the contractors, operate and maintain the CAFM system (Planet Enterprise) etc. A detailed Job Description is attached which highlights all tasks completed within the Estate department by all the various administrators. Very strong computer skills are required including excellent excel and data input experience. Use of other web-based applications e.g., health roster is desirable. To fit in this team, suitable candidates should be enthusiastic, adaptable, productive, flexible, and personable. CAFM system training will be provided if required. We are looking for someone with an excellent telephone manner and good customer service/communication skills. The successful candidate will need to be able to work quickly and accurately under pressure and work as part of a team. The role is full time, 37.5 hours, Monday Friday.
Person Specification
Shortlisting criteria
Essential
- NVQ level 3 in Business Administration or equivalent
- Microsoft Outlook skills and experience of diary management
- Excellent organisational skills
- Experience of small project administration and / organising work streams
- Ability to work accurately with attention to detail
- Ability to meet deadlines with conflicting priorities
- Ability to communicate effectively at various levels within the organisation
- Professional and polite manner
- Resilient, proactive and open to new ways of working
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.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details
Employer name
North Bristol NHS Trust
Address
Southmead Hospital
Southmead Road
Bristol
BS10 5NB
