Estates and Facilities Administrator

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 role of the post holder will act as the first point of contact for the team, liaising with Trust staff, suppliers and contracted services. The role will primarily be to provide administrative tasks to support the Trust Estates and Facilities Management team and co-ordinate the various facets of Facilities Management throughout the organisation. This will involve the receiving and prioritising of incoming work, redirecting where necessary before passing to the Estates & Facilities Managers. Receive a variety of telephone calls on behalf of the Team and using 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.

This is an amazing opportunity for a motivated, organised, and enthusiastic individual who would like to gain experience in an innovative team.

Main duties of the job

• To ensure the provision of an effective administrative support (across both sites - Chelsea and West Minster Hospital and West Middlesex University Hospital) to the department and Leadership team.
• Processing departmental purchasing and purchase orders using IT systems
• Maintain and update departmental standard documents.
• Maintain existing office administrative systems, including managing office supplies and the central filing system.
• Co-ordinate the diaries of the Facilities Management Team / Project Managers and assist with the day-to-day efficient running of the office.
• Provide absence cover for the other administrators within the team and ad hoc admin support, as required.
• To act as a point of contact for all communications to the office and deal with appropriately, including the exchange of sensitive or contentious information.
• To ensure all queries into the office are dealt with in a timely and professional manner, initiating actions and follow ups and reporting progress as appropriate, using judgment to ensure that messages and actions are prioritised and brought to the attention of the relevant member of the team with any supporting information.
• 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

About us

Chelsea and Westminster Hospital NHS Foundation Trust is proud to be one of the top performing and safest trusts in England. We have two main acute hospital sites--Chelsea and Westminster Hospital and West Middlesex University Hospital, plus our award-winning clinics across North West London and beyond.