Job summary
To provide full clerical and administration duties for Managers within the Facilities department. To ensure that the department runs efficiently and liaising with staff as required throughout the Princess Alexandra Hospital NHS Trust
The post holder will be expected to work well with all disciplines of staff and at time may be required to take direction from other professional staff from time to time.
The post holder will be responsible for managing their own workload, prioritising tasks effectively, and ensuring deadlines are met.
They will be expected to work independently as well as part of a team, demonstrating flexibility and a commitment to high standards. Requires excellent communication and organisational skills. Work across multiple tasks simultaneously.
Using own initiative with their work, open to change and adapting with the departments changing demands & needs of the service.
The role may involve working across multiple sites, such as Princess Alexandra, Kao Park 2 & other sites managed by PAHT.
Main duties of the job
Scope and range
To play a central role in maintaining, support systems and processes for the Facilities management team.
About us
The Princess Alexandra Hospital NHS Trust (PAHT) is proud to care for the communities of West Essex, delivering safe, compassionate, and high-quality services. We are part of the Neighbourhood Wave; a national programme thats changing how care is delivered by focusing on prevention, early support, and more joined-up services across health, social care, and the voluntary sector.
This means were working more closely with local partners to bring care closer to home and support people to live healthier, more independent lives.
Were a supportive and inclusive organisation that values its people. We offer development opportunities, flexible working, and a strong focus on wellbeing. As a Disability Confident and equal opportunities employer, we welcome applicants from all backgrounds and experiences.
Join us and help shape the future of care in West Essex.
Job description
Job responsibilities
Duties and responsibilities
- Assist the Facilities Managers in all aspects of administration and clerical duties within the department.
- Using knowledge and understanding of software programmes in Microsoft 365 to produce word processing documents, creating and developing spreadsheets/ databases and Team's software for communication, diary entries and documentation.
- To provide a wide range of dedicated administrative support to the Facilities Management Team.
- To scan a range of documents for filing digitally.
- Raising contract orders and occasional Adhoc orders.
- Responsible for checking of delivery notes against invoices received.
- Manage and prioritise own workload and attend regular review meetings with Facilities Management team.
- Maintain effective office systems to initiate and maintain records and generate information as required.
- Ordering office stationery provisions, keeping a stock check of items.
- Working closely with all staff within Facilities – Drivers, Porters, Domestics, Housekeepers, Catering, Accommodation and Post room teams.
- Communicate with Drivers / Porters via radio or mobile telephone, ensuring items are delivered and collected as per requests from departments.
- Deal with general enquiries and arrange meetings as required.
- Understand that confidentiality must be always exercised.
- To monitor courier and staff taxi requests across the PAHT sites.
- To release NHSP shifts as requested by Managers.
- To order uniform as and when for the Facilities Staff.
- Comply with all Health & Safety procedures and be aware of Trust Policies and Procedures.
- Responsible to attend all Stat Man Training and to take part in their appraisals.
- The post holder may be required to undertake other duties as required to ensure adequate provision of services, across the PAH, Kao Park 2 & other areas covered by PAHT.
Job description
Job responsibilities
Duties and responsibilities
- Assist the Facilities Managers in all aspects of administration and clerical duties within the department.
- Using knowledge and understanding of software programmes in Microsoft 365 to produce word processing documents, creating and developing spreadsheets/ databases and Team's software for communication, diary entries and documentation.
- To provide a wide range of dedicated administrative support to the Facilities Management Team.
- To scan a range of documents for filing digitally.
- Raising contract orders and occasional Adhoc orders.
- Responsible for checking of delivery notes against invoices received.
- Manage and prioritise own workload and attend regular review meetings with Facilities Management team.
- Maintain effective office systems to initiate and maintain records and generate information as required.
- Ordering office stationery provisions, keeping a stock check of items.
- Working closely with all staff within Facilities – Drivers, Porters, Domestics, Housekeepers, Catering, Accommodation and Post room teams.
- Communicate with Drivers / Porters via radio or mobile telephone, ensuring items are delivered and collected as per requests from departments.
- Deal with general enquiries and arrange meetings as required.
- Understand that confidentiality must be always exercised.
- To monitor courier and staff taxi requests across the PAHT sites.
- To release NHSP shifts as requested by Managers.
- To order uniform as and when for the Facilities Staff.
- Comply with all Health & Safety procedures and be aware of Trust Policies and Procedures.
- Responsible to attend all Stat Man Training and to take part in their appraisals.
- The post holder may be required to undertake other duties as required to ensure adequate provision of services, across the PAH, Kao Park 2 & other areas covered by PAHT.
Person Specification
Qualifications
Essential
- Good all round education
- Skilled in the use of multiple IT packages include all MS office applications
- Maths & English Level 4+
Experience
Essential
- Able to produce accurate records and documents
- Experience in working in a busy team
Desirable
Person Specification
Qualifications
Essential
- Good all round education
- Skilled in the use of multiple IT packages include all MS office applications
- Maths & English Level 4+
Experience
Essential
- Able to produce accurate records and documents
- Experience in working in a busy team
Desirable
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.
