Job summary
We are seeking an Estates and Facilities Coordinator to support the Estates and Facilities Team with a variety of administrative tasks, depending on the needs of the Department.
You will work closely with the Senior Estates Manager for Bedfordshire, Hertfordshire and Essex to oversee the day to running of the Estates office, to include provision of an efficient and comprehensive administrative/secretarial service maintaining confidentiality at all times.
The post holder is expected to work largely unsupervised, using their own initiative and to able to plan and coordinate multiple projects.
A key element of the role is creating and maintaining accurate databases to monitor both Financial and Estates specific data.
The post holder will communicate effectively with all Department users and communicate with a wide range of external companies to coordinate planned and reactive Estates maintenance works.
Main duties of the job
A full list of responsibilities can be found in the job description, but the post holder will primarily be responsible for:
Acting as an initial point of contact for the Trust on Locality Estates Services matters.
Providing a help desk function during core hours, which will involve managing frequent interruptions to planned work.
Receiving and interpreting estate defects by telephone, email or in person, assessing level of urgency, arranging appropriate repairs, and informing end users of action taken.
Acting on own initiative in absence of Estates Manager, referring to other Estates Managers only if necessary.
Actioning enquiries appropriately using own initiative within scope of delegated authority referring to an appropriate manager when necessary.
Keeping up to date with any required training in order to maintain effective use of the Estates Management and Database Systems, including Planet FM and Micad, and providing in-house training to other users/new staff, as required.
Updating and ensuring accurate recording of all Estates-related Locality site defects on Estates management software.
Providing professional accurate information to the Estates Management Team and Trust Managers as requested.
Liaising with contractors to ensure all work is carried out, and invoices received in a timely manner.
A hybrid working arrangement is likely whereby the post holder will work between home and the office in Chelmsford on days agreed with the Estates management team.
About us
You'll have the opportunity to work in one of the most diverse regions in the country, with the vibrant capital city just a stone's throw away and the invigorating North Sea coast to the east.
At EEAST we bring together all our skills to provide 24 hour, 365 days a year urgent care to those in need of emergency and non-emergency medical treatment and transport in Bedfordshire, Hertfordshire, Essex, Norfolk, Suffolk and Cambridgeshire.
We are always looking to innovate our approaches and work together to offer the best possible patient care across our counties.
We aim to represent and value the diversity of our local communities through our workforce and service provision. We therefore positively encourage applications from under-represented groups, such as Black, Asian, or other ethnic groups, individuals with a Disability, or LGBTQ+ individuals who meet the specific criteria.
We at EEAST want to support our employees achieve a balance between work and other priorities, such as caring responsibilities, family commitments, further learning, and other interests. We therefore welcome flexible working requests.
Job description
Job responsibilities
For a thorough and comprehensive understanding of the role, including all its specific requirements and responsibilities, please consult the attached Job Description and Person Specification. This document provides an in-depth overview that will give you a clear and detailed picture of what the position entails.
Please note, should you be successful in your application, you will be required to undergo pre-employment checks, prior to receiving an unconditional offer, if full employment checks cannot be achieved (this will include existing and unserved disciplinary sanctions), then your offer may be withdrawn.
How to applyStep 1 - Read the advert and the Job Description and Person Specification (attached)Step 2 - Complete the Supporting Statement - Your statement needs to indicate how you meet each of the criteria contained within the Person Specification.Step 3 - Complete the online application and upload your statement. Please note, CVs are not accepted.
Job description
Job responsibilities
For a thorough and comprehensive understanding of the role, including all its specific requirements and responsibilities, please consult the attached Job Description and Person Specification. This document provides an in-depth overview that will give you a clear and detailed picture of what the position entails.
Please note, should you be successful in your application, you will be required to undergo pre-employment checks, prior to receiving an unconditional offer, if full employment checks cannot be achieved (this will include existing and unserved disciplinary sanctions), then your offer may be withdrawn.
How to applyStep 1 - Read the advert and the Job Description and Person Specification (attached)Step 2 - Complete the Supporting Statement - Your statement needs to indicate how you meet each of the criteria contained within the Person Specification.Step 3 - Complete the online application and upload your statement. Please note, CVs are not accepted.
Person Specification
Qualifications
Essential
- OCR Certificate in Office Practice skills, or equivalent qualification.
- NVQ Level 3 in Admin/RSA 3. City and Guilds Certificate or equivalent level of experience.
- Evidence of Continued Personal Development
- Full UK driving licence (up to 3 points will be considered dependent upon penalty code).
Knowledge and Expereience
Essential
- Able to deal with a high volume of work whilst maintaining standards and meeting deadlines.
- Competent in the use of relevant Microsoft Office packages, including advanced level use of Word, Excel, and Outlook.
- Ability to liaise and communicate effectively with staff and managers at all levels within the organisation, and external organisations.
- Ability to work independently and to use own initiative to make decisions/take action, when appropriate.
- Attention to detail and accuracy.
- Ability to learn new systems and procedures quickly and effectively.
- Advanced keyboard skills
Desirable
- Knowledge of the Ambulance Service
- Knowledge of the NHS
- Experience of working in a busy office environment
- Knowledge of MICAD FM software
Practical and Intellectual Skills, Personal Qualities, Abilities and Attributes
Essential
- Approachable and a good communicator with excellent interpersonal skills.
- Ability to travel to other locations
- Tactful, diplomatic, and able to maintain confidentiality.
- Flexible and adaptable approach to work.
- Influencing and team skills
Person Specification
Qualifications
Essential
- OCR Certificate in Office Practice skills, or equivalent qualification.
- NVQ Level 3 in Admin/RSA 3. City and Guilds Certificate or equivalent level of experience.
- Evidence of Continued Personal Development
- Full UK driving licence (up to 3 points will be considered dependent upon penalty code).
Knowledge and Expereience
Essential
- Able to deal with a high volume of work whilst maintaining standards and meeting deadlines.
- Competent in the use of relevant Microsoft Office packages, including advanced level use of Word, Excel, and Outlook.
- Ability to liaise and communicate effectively with staff and managers at all levels within the organisation, and external organisations.
- Ability to work independently and to use own initiative to make decisions/take action, when appropriate.
- Attention to detail and accuracy.
- Ability to learn new systems and procedures quickly and effectively.
- Advanced keyboard skills
Desirable
- Knowledge of the Ambulance Service
- Knowledge of the NHS
- Experience of working in a busy office environment
- Knowledge of MICAD FM software
Practical and Intellectual Skills, Personal Qualities, Abilities and Attributes
Essential
- Approachable and a good communicator with excellent interpersonal skills.
- Ability to travel to other locations
- Tactful, diplomatic, and able to maintain confidentiality.
- Flexible and adaptable approach to work.
- Influencing and team skills
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.
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).
Additional information
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.
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).
