Job summary
The Estates and Facilities Management team are responsible for the support services of the Trust including estates services, facilities services, transport, telecommunications, and capital projects and interpreting. The team is responsible for the smooth running of these services and ensures that the service contracts are monitored for compliance in line with strict regulations.
The post holder will provide administrative tasks to support the Trust Estates and Facilities Management team the duties will include: co-ordinate the various facets of Facilities Management throughout the organisation; management of calendars; the organisation and minuting of a variety of meetings including the production and distribution of reports; maintaining action logs and in house financial records; receiving and prioritising of incoming work; dealing with incoming phone calls and providing general administrative support
The post holder will receive a variety of telephone calls on behalf of the Team and use initiative, tact, and discretion to deal with matters where possible, taking messages and re-directing calls as appropriate. Liaise with staff from external agencies and internal departments, therefore a calm, clear telephone manner is essential.
Main duties of the job
- Ensure the provision of an effective administrative support (across West Minster Hospital and West Middlesex University Hospital) to the department and Leadership team, including the production of complex and sensitive correspondence, answering telephones, typing, data input, minute taking and maintenance of a confidential, effective and efficient filing and retrieval system.
- Processing departmental purchasing and purchase orders using IT systems. Raise requisitions for equipment and essential household items required by the residents and needed to maintain the required standard of the accommodation facilities.
- Maintain and update departmental standard documents.
- Maintain existing office administrative systems, including managing office supplies and the central filing system.
About us
An award winning organisation providing care at two main hospital sites--Chelsea and Westminster Hospital & West Middlesex University Hospital--& a number of community-based services across London. https://www.chelwest.nhs.uk/about-us/organisation/links/Intro-to-the-Trust-Jun-2022.pdf
With more than 6,000 members of staff we arePROUD to Care for a diverse population of one million people. We are committed to ensuring our workforce is just as diverse with a strong mix of skills & abilities.
Our staff are at the very heart of our organisation and we recognise the valuable contribution that each and every person working at the Trust makes. One of ourTrust prioritiesis to be an employer of choice--a place where people want to start their career and to grow with us through continuededucation, professional development and support.
The Directorate is responsible for the provision of a range of functions complementary to the provided health care services: Capital Development /Estates (Hard FM) / Facilities (Soft FM)
Our vision is to provide tailored Management, distinguished by safety & excellence. The directorate team provides day-to-day management of contracted operational services, as well as planning the estate to reflect the strategic aims of the Trust.
Working for the Trust as well as the wider NHS means that you can access a broad range of exciting benefits including discounts from a huge number of organisations, access to health and well-being resources and much more.
Job description
Job responsibilities
- Respond professionally to administrative requests and enquiries, conduct research, and getting information to resolve queries using own initiative to determine the appropriate course of action.
- Prepare material, packs and presentations as required using Word, PowerPoint and Excel.
- Co-ordinate meetings, prepare agendas, packs and presentations. Taking minutes and updating action logs to support the team for contractual and external stakeholder meetings or events.
- Co-ordinate the diaries of the Facilities Management Team / Project Managers and assist with the day-to-day efficient running of the office.
- To effectively maintain appointments and meeting rooms diary, arranging engagements and dealing with enquiries, prioritising appointments
- To ensure the effective processing of incoming and outgoing mail and deliveries
- Attend the Trusts User Group / Committee Meetings where specified by the Management Team/ Estates & Facilities Business Manager.
- Assist when required with the administration of the Trusts car parking, room booking facilities, and invoicing Processing invoices and purchase orders
- Ensure an effective process is in place for ordering and maintaining office supplies within budget and demonstrating value for money in line with Trust procedures.
- Support with accurate recording of staff absence and report to Leadership Team
- Carry out any additional duties, including designated project work or tasks as requested to achieve the delivery of an efficient, pro-active and high-profile Administrative Support Service.
- Complete all mandatory training within deadline.
- Support with report writing and third party data request e.g. ERIC Return/ FOIs
- Contribute to the continued improvement and quality of the Administrative Support Services
- Contribute and support with the department Sustainability plan
- Contribute to the Cost Improvement Plan CIP
Job description
Job responsibilities
- Respond professionally to administrative requests and enquiries, conduct research, and getting information to resolve queries using own initiative to determine the appropriate course of action.
- Prepare material, packs and presentations as required using Word, PowerPoint and Excel.
- Co-ordinate meetings, prepare agendas, packs and presentations. Taking minutes and updating action logs to support the team for contractual and external stakeholder meetings or events.
- Co-ordinate the diaries of the Facilities Management Team / Project Managers and assist with the day-to-day efficient running of the office.
- To effectively maintain appointments and meeting rooms diary, arranging engagements and dealing with enquiries, prioritising appointments
- To ensure the effective processing of incoming and outgoing mail and deliveries
- Attend the Trusts User Group / Committee Meetings where specified by the Management Team/ Estates & Facilities Business Manager.
- Assist when required with the administration of the Trusts car parking, room booking facilities, and invoicing Processing invoices and purchase orders
- Ensure an effective process is in place for ordering and maintaining office supplies within budget and demonstrating value for money in line with Trust procedures.
- Support with accurate recording of staff absence and report to Leadership Team
- Carry out any additional duties, including designated project work or tasks as requested to achieve the delivery of an efficient, pro-active and high-profile Administrative Support Service.
- Complete all mandatory training within deadline.
- Support with report writing and third party data request e.g. ERIC Return/ FOIs
- Contribute to the continued improvement and quality of the Administrative Support Services
- Contribute and support with the department Sustainability plan
- Contribute to the Cost Improvement Plan CIP
Person Specification
administration
Essential
Person Specification
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).