Job summary
We are seeking an enthusiastic and experienced administrator who will have excellent written and oral communication skills, be highly organised and proactive in dealing with the demands of the service.
The post holder will provide comprehensive Administrative and Systems support predominantly to the Estates and Facilities department, but also to other stakeholders as necessary. Experience liaising across a range of internal departments and external organisations is essential. Whilst full training will be given on systems, the applicant should have significant administrative experience and be capable of working in a busy and demanding environment, have excellent communication skills and be capable of a high degree of initiative, as well as working to deadlines to meet the needs of the department.
Career Progression
We are committed to get the very best out of our staff and support staff in their career aspirations. We have development opportunities available, where you will be able to develop your skills and build on your experience to progress into other roles across different specialties.
Main duties of the job
The postholder will be a member of the Facilities Management Administration team and will essentially undertake all administrative tasks required by the Estates and Facilities department and provide systems support for MICAD the Trust's CAFM system.
Examples of the type of work the postholder can expect; Raising Purchase Orders for Manager and Supervisors, Checking Staff Timesheets and entering them on the Trust's Payroll System, General Office Administration, Downloading/Uploading Building Floor Plans, Certificates and other documents from/to MICAD, Resetting User Passwords etc
The postholder must have an eye for detail, be resourceful, work to tight deadlines, able to work on tasks by themselves or in a team and have a very good work ethic.
Tasks will be varied and whilst some will be routine, others will be for special projects.
The Estates and Facilities department is based at the Trust's Headquarters at Springfield University Hospital, Tooting within the brand new Springfield Village.
About us
We are Proud to Belong at South West London and St George's Mental Health NHS Trust.
We have expert services, a rich history and a clear commitment to providing the best quality care for those with mental ill-health. The Care Quality Commission already rates our services as 'good' - we aspire to be 'outstanding'.
This is a great time to join us. We are transforming the way we care for our communities to support our mission of Making Life Better Together. We have built two brand new mental health facilities at Springfield University Hospital, which are amongst the best in the world. More developments are planned across our sites and services.
We are inclusive and diverse and strive to be actively anti racist. We want to attract people from all backgrounds and experiences to enrich the work we do together. We are proud to co-produce and involve our local communities in all that we do.
We offer flexible working, career development and a variety ofbenefits to enable a positive, welcoming environment in which our people and their careers can thrive.
Come and join our inclusive teams and help our patients on their recovery journey.
Job description
Job responsibilities
- Administrative support required by the department including but not limited to:
- Raising Purchase Orders and maintaining the PO and invoice tracker for all orders;
- Servicing of departmental meetings including diary management and minutes;
- Verification and processing of departmental timesheets on the Trusts roster system (Eroster) by the monthly deadline to ensure Payroll accuracy;
- Verification of Utility Meter readings and updating of department records prior to submission;
- Manage invoice reconciliation and tracking;
- Ad hoc renewals for licences and other statutory charges;
- To enter Trust data into MICAD ensuring the information is from a qualified source to maintain accuracy and relevance.
- To ensure the upload of Building records, Floor Plans, PPMs, compliance information, asbestos surveys etc on to the MICAD system.
- Producing reports from MICAD and distributing as requested and/or to assist with completion of NHS and Trust returns and reports, such as PAMs, ERIC etc
- Undertake quality checks to ensure the information entered in the Estates and CAFM system is of the required standard and format.
- Act as the liaison between departments and a point of contact in relation to all drawing records and other information held on MICAD.
- Provide information and drawings to other Directorates, contractors and consultants including facilitating secure access to the MICAD system where agreed with senior management
- Be responsible for the informal training and on-going support of Trust staff and external contractors, suppliers and consultants on the MICAD system as and when required.
- This is a developing role and the above is not an exhaustive list of duties and responsibilities of the role. The post holder will be required to undertake additional administrative duties required by the department which are yet to be defined but fall within the scope and grade of the job.
Job description
Job responsibilities
- Administrative support required by the department including but not limited to:
- Raising Purchase Orders and maintaining the PO and invoice tracker for all orders;
- Servicing of departmental meetings including diary management and minutes;
- Verification and processing of departmental timesheets on the Trusts roster system (Eroster) by the monthly deadline to ensure Payroll accuracy;
- Verification of Utility Meter readings and updating of department records prior to submission;
- Manage invoice reconciliation and tracking;
- Ad hoc renewals for licences and other statutory charges;
- To enter Trust data into MICAD ensuring the information is from a qualified source to maintain accuracy and relevance.
- To ensure the upload of Building records, Floor Plans, PPMs, compliance information, asbestos surveys etc on to the MICAD system.
- Producing reports from MICAD and distributing as requested and/or to assist with completion of NHS and Trust returns and reports, such as PAMs, ERIC etc
- Undertake quality checks to ensure the information entered in the Estates and CAFM system is of the required standard and format.
- Act as the liaison between departments and a point of contact in relation to all drawing records and other information held on MICAD.
- Provide information and drawings to other Directorates, contractors and consultants including facilitating secure access to the MICAD system where agreed with senior management
- Be responsible for the informal training and on-going support of Trust staff and external contractors, suppliers and consultants on the MICAD system as and when required.
- This is a developing role and the above is not an exhaustive list of duties and responsibilities of the role. The post holder will be required to undertake additional administrative duties required by the department which are yet to be defined but fall within the scope and grade of the job.
Person Specification
Qualifications
Essential
- NVQ Business Administration level 3 or willingness to work towards achieving it
- GCSE English or equivalent
Desirable
- Evidence of continuing education
Experience
Essential
- Demonstrating experience of administrative & secretarial work
- Customer service experience
Desirable
- Experience of working in NHS or similar large organisation
- Experience of using computerised databases
Knowledge & Skills
Essential
- Intermediate knowledge and experience of using Microsoft packages including Outlook, Word, Excel SharePoint and PowerPoint
- Understanding and working knowledge of CAFM systems and related report generation
- Increased organisational skills and ability to prioritise
- Ability to work both independently and as part of a team
- Excellent communication and interpersonal skills
Desirable
- Knowledge of mental health issues
- Advanced Microsoft Word, Excel, SharePoint and PowerPoint skills
- Understanding of Capital works and facilities management processes
Person Specification
Qualifications
Essential
- NVQ Business Administration level 3 or willingness to work towards achieving it
- GCSE English or equivalent
Desirable
- Evidence of continuing education
Experience
Essential
- Demonstrating experience of administrative & secretarial work
- Customer service experience
Desirable
- Experience of working in NHS or similar large organisation
- Experience of using computerised databases
Knowledge & Skills
Essential
- Intermediate knowledge and experience of using Microsoft packages including Outlook, Word, Excel SharePoint and PowerPoint
- Understanding and working knowledge of CAFM systems and related report generation
- Increased organisational skills and ability to prioritise
- Ability to work both independently and as part of a team
- Excellent communication and interpersonal skills
Desirable
- Knowledge of mental health issues
- Advanced Microsoft Word, Excel, SharePoint and PowerPoint skills
- Understanding of Capital works and facilities management processes
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).
