Job summary
An exciting opportunity has arisen for an efficient and effective administrator with excellent organisational and interpersonal skills to support the work of our Associate Director of Estates and Facilities and the team.
Providing a friendly, professional and efficient customer service is at the forefront of our team, helping with reports, data gathering , Minute taking etc
We are looking for someone with the ability and confidence to use their own initiative and prioritise tasks. The post holder must possess excellent communication skills and relevant administrative experience, must be flexible and have attention to detail. You will also need to be computer literate with experience of Microsoft Office packages and able to balance multiple tasks and priorities effectively. There may be instances where you will be required to travel to another location for work.
Please note: Under current UK immigration rules, this role does not meet the eligibility requirements for sponsorship under either the Health and Care Worker visa or the Skilled Worker visa routes.
This post is for 22.5 hours per week.
The job description banding is subject to Agenda for Change job matching.
Main duties of the job
Act as the first point of contact for general telephone and email enquirers , arrange calendars and meetings to support the services and team.
Carry out a full range of administrative tasks including scanning, typing, filing, photocopying, arranging meetings, minute-taking, handling telephone messages, and the departments help desk and other duties as required.
Assist senior team members with projects and initiatives by providing administrative support as needed.
Be flexible and have the ability to on occasions work at another location.
About us
ECCH is well established health care provider and has been successfully delivering NHS care within the community since 2011. We provide a range of NHS, community health and social care services predominantly across the easterly region of the Norfolk/Suffolk borders.
We are aligned to NHS terms and conditions, and offer many employee benefits, to find out more about us visit our website - www.ecch.org. We are a social enterprise and staff owned organisation which means staff can opt to be shareholders and have a real say in how ECCH is run and evolves to deliver healthcare for the future.
At the heart of our ambition, we work in partnership with and for the community to become the provider and employer of choice for community healthcare.
We encourage you to apply as early as possible as this job may close earlier than the advertised closing date once enough applications have been received.
We recognise that AI tools are increasingly used in
professional settings. While we encourage strong applications, we value
authenticity and an accurate reflection of skills and experience.
Applicants must declare if AI has been used to complete
their application, including responses that are directly copied or
significantly shaped by AI tools.
By submitting this application, you confirm that all
information provided is a true and accurate representation of your own skills,
knowledge, and experience.
Job description
Job responsibilities
Operational
To carry out the allocation of all external users of
ECCH Spaces, along side sourcing external space requirements for ECCH teams to
use.
To ensure that maximum utilisation of accommodation is
achieved.
To respond to all accommodation enquiries in a timely
manner.
To use a variety of computer software packages such as
an electronic booking system, excel spreadsheets, word, Microsoft teams etc.
To complete and maintain all administration tasks for
Accommodation Services which includes completion of Licences to Occupy,
assistance to the head of service on demise plans and Lease negotiation.
To provide high standards of customer service whilst
managing the reception arrangements for new tenants and to maintain good levels
of communication with those heads of departments/external partners whose staff
use ECCH space.
To ensure that all accommodation equipment is kept up
to the desired standard and maintained for external users.
To raise sale invoices, and authorise invoices up to
5K
To work with our landlord NHSPS on clear demise plans,
authorisation of Annual Business Charges.
To help cover Estates and Facilities Helpdesk.
To set up and maintain site plans and occupancy
sheets.
Financial
To ensure that agreements are issued and kept up to
date which indicate the correct terms and conditions for any leases, licences
or agreements including Ad Hoc room hire.
To raise sale invoices in a timely manner
To authorise landlord Annual Business Statement
To arrange for the preparation and checking of
inventories of all estates assets.
To prepare and submit monthly management information,
including occupancy statistics and budget information to assist with the
monitoring and performance of our estate.
General
Any other duties consistent with the grade that may be
allocated from time to time by the head of service.
All roles
within East Coast Community Healthcare CIC (ECCH) require staff to demonstrate our
Values and Signature Behaviours in the care and service they provide to
patients, service users, stakeholders and colleagues. All members of staff
should consider these as an essential part of their job role.
Our Values outline the core behaviours that we
can all achieve and are summarised as an acronym within the word CARE. These stand for: Compassion, Action, Respect and Everyone.
Underpinning our Values are our Signature
Behaviours which highlight by taking the right actions we continue to build a
strong culture. Our four Signature
Behaviours are: Compassion
- We Listen, We Learn,
We Lead| Action - My
Accountability, My Responsibility | Respect - Respect
Our Resources: People, Time and Money | Everyone - Work Together, Achieve Together.
Job description
Job responsibilities
Operational
To carry out the allocation of all external users of
ECCH Spaces, along side sourcing external space requirements for ECCH teams to
use.
To ensure that maximum utilisation of accommodation is
achieved.
To respond to all accommodation enquiries in a timely
manner.
To use a variety of computer software packages such as
an electronic booking system, excel spreadsheets, word, Microsoft teams etc.
To complete and maintain all administration tasks for
Accommodation Services which includes completion of Licences to Occupy,
assistance to the head of service on demise plans and Lease negotiation.
To provide high standards of customer service whilst
managing the reception arrangements for new tenants and to maintain good levels
of communication with those heads of departments/external partners whose staff
use ECCH space.
To ensure that all accommodation equipment is kept up
to the desired standard and maintained for external users.
To raise sale invoices, and authorise invoices up to
5K
To work with our landlord NHSPS on clear demise plans,
authorisation of Annual Business Charges.
To help cover Estates and Facilities Helpdesk.
To set up and maintain site plans and occupancy
sheets.
Financial
To ensure that agreements are issued and kept up to
date which indicate the correct terms and conditions for any leases, licences
or agreements including Ad Hoc room hire.
To raise sale invoices in a timely manner
To authorise landlord Annual Business Statement
To arrange for the preparation and checking of
inventories of all estates assets.
To prepare and submit monthly management information,
including occupancy statistics and budget information to assist with the
monitoring and performance of our estate.
General
Any other duties consistent with the grade that may be
allocated from time to time by the head of service.
All roles
within East Coast Community Healthcare CIC (ECCH) require staff to demonstrate our
Values and Signature Behaviours in the care and service they provide to
patients, service users, stakeholders and colleagues. All members of staff
should consider these as an essential part of their job role.
Our Values outline the core behaviours that we
can all achieve and are summarised as an acronym within the word CARE. These stand for: Compassion, Action, Respect and Everyone.
Underpinning our Values are our Signature
Behaviours which highlight by taking the right actions we continue to build a
strong culture. Our four Signature
Behaviours are: Compassion
- We Listen, We Learn,
We Lead| Action - My
Accountability, My Responsibility | Respect - Respect
Our Resources: People, Time and Money | Everyone - Work Together, Achieve Together.
Person Specification
Qualifications
Essential
- Recognised admin/business qualification or relevant experience NVQ Level 3, BTEC, ILM 2/3.
- Computer systems qualification NVQ or equivalent experience
- An ability to undertake future training
Desirable
- Previous experience in a similar post within a healthcare/hospitality environment.
- Experience of using an electronic booking system to source, track and generate relevant information.
- To have used computerised audit systems and handheld technology in a working environment.
- Experience of National and NHS legislation and guidance relating to the provision of accommodation
Skills and Knowledge
Essential
- Reliable, conscientious, committed, positive attitude, resilient, motivator.
- Perform under pressure.
- Task focused.
- Collaborator.
- Customer/service user thinking/focus.
- Positive communicator with a can do attitude.
- Effective communication skills.
- Evidence of the ability to plan and prioritise work to meet own and department deadlines.
- Ability to take responsibility and be accountable.
Desirable
- Knowledge of facilities/clinical practices and processes
Personal Attributes
Essential
- Attention to detail
- Work as part of a team
- Ability to embrace our Culture, Values and Signature Behaviours:
- (Compassion - We Listen, We Learn, We Lead| Action - My Accountability, My Responsibility | Respect - Respect Our Resources: People, Time and Money | Everyone - Work Together, Achieve Together).
- Willingness and ability to work across different sites and travel to alternative sites and across the community as required.
Desirable
- Knowledge of Estates and Facilities /Clinical practice and processes would be helpful.
Experience
Essential
- Experience of working with computer systems to include Microsoft Office and the use of IT packages and web based systems.
- Experience of creating, analysing and interpreting data in IT packages.
- Experience of producing performance reports.
- Experience of working with a diverse range of staff.
- Experience of working with KPIs.
- Experience of being able to work unsupervised
Desirable
- Previous experience in a similar post within a healthcare/hospitality environment.
- Experience of using an electronic booking system to source, track and generate relevant information.
- To have used computerised audit systems and hand held technology in a working environment.
- Experience of National and NHS legislation and guidance relating to the
- provision of accommodation.
Person Specification
Qualifications
Essential
- Recognised admin/business qualification or relevant experience NVQ Level 3, BTEC, ILM 2/3.
- Computer systems qualification NVQ or equivalent experience
- An ability to undertake future training
Desirable
- Previous experience in a similar post within a healthcare/hospitality environment.
- Experience of using an electronic booking system to source, track and generate relevant information.
- To have used computerised audit systems and handheld technology in a working environment.
- Experience of National and NHS legislation and guidance relating to the provision of accommodation
Skills and Knowledge
Essential
- Reliable, conscientious, committed, positive attitude, resilient, motivator.
- Perform under pressure.
- Task focused.
- Collaborator.
- Customer/service user thinking/focus.
- Positive communicator with a can do attitude.
- Effective communication skills.
- Evidence of the ability to plan and prioritise work to meet own and department deadlines.
- Ability to take responsibility and be accountable.
Desirable
- Knowledge of facilities/clinical practices and processes
Personal Attributes
Essential
- Attention to detail
- Work as part of a team
- Ability to embrace our Culture, Values and Signature Behaviours:
- (Compassion - We Listen, We Learn, We Lead| Action - My Accountability, My Responsibility | Respect - Respect Our Resources: People, Time and Money | Everyone - Work Together, Achieve Together).
- Willingness and ability to work across different sites and travel to alternative sites and across the community as required.
Desirable
- Knowledge of Estates and Facilities /Clinical practice and processes would be helpful.
Experience
Essential
- Experience of working with computer systems to include Microsoft Office and the use of IT packages and web based systems.
- Experience of creating, analysing and interpreting data in IT packages.
- Experience of producing performance reports.
- Experience of working with a diverse range of staff.
- Experience of working with KPIs.
- Experience of being able to work unsupervised
Desirable
- Previous experience in a similar post within a healthcare/hospitality environment.
- Experience of using an electronic booking system to source, track and generate relevant information.
- To have used computerised audit systems and hand held technology in a working environment.
- Experience of National and NHS legislation and guidance relating to the
- provision of accommodation.
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