Job summary
Oxford University Hospital NHS Foundation Trust requires a highly motivated, reliable and flexible Estates & Facilities Administrator to work as a key member of the Travel and Transport Team. You will have a good working knowledge of finance systems, invoice validation and suitable experience of general administration functions within a challenging environment
Main duties of the job
EF15QP
The main duties and responsibilities:
- Provide and receive routine information that may require communicating to other departments or contractors. This information may be either routine or sensitive.
- Maintain weekly records on each manager spend against delegated budgets.
- Assist with ensuring that invoices are processed efficiently and accurately. To ensure accuracy of financial coding, and checking of invoices for numerical error, and ensuring special coding is used if applicable, and ensure that VAT is reclaimable/non reclaimable on all invoices.
- Maintain robust filing systems relating to the ordering and invoicing processing system that has an audit trail.
- Maintain robust filing systems for all contracted works ensuring auditable.
- Maintain robust filing systems relating to all statutory, mandatory and legislative works.
- Maintain databases of information as requested by Estates Managers. (e.g., asset register, service and inspection records).
- Process rechargeable paperwork, which involves financial coding on internal transfers and external invoices, and to ensure records are maintained. Ensure recharge payments are made as appropriate.
- Administer, organise and manage information that may at times be sensitive, personal or confidential.
Hours are 08.00am to 16.00pm Monday to Friday. 27 days annual leave plus public holidays.
About us
Oxford University Hospitals NHS Foundation Trustis one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research.
The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.
Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community.We call this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence.These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via theOUH YouTube channel.
Job description
Job responsibilities
Please see attached Job description and person specification for full details of role and responsibilities.
This role is full time 37.5 hours per week.
You will be given all the support you need to steer the department to be an always improving team that is delivering, performing and operating a safe and compliant estate and environment.
In return for your hard work & commitment we will offer you:
- A competitive salary of £25,147 - £27,596 pa pro rata;
- Access to an industry leading pension scheme where your employer pays in 20.3%!
- A raft of local and national discounts across travel, shopping, insurance, holidays and many more
- An environment that challenges you but supports your efforts and development
If this sounds like a role you could strive in, apply today!
Job description
Job responsibilities
Please see attached Job description and person specification for full details of role and responsibilities.
This role is full time 37.5 hours per week.
You will be given all the support you need to steer the department to be an always improving team that is delivering, performing and operating a safe and compliant estate and environment.
In return for your hard work & commitment we will offer you:
- A competitive salary of £25,147 - £27,596 pa pro rata;
- Access to an industry leading pension scheme where your employer pays in 20.3%!
- A raft of local and national discounts across travel, shopping, insurance, holidays and many more
- An environment that challenges you but supports your efforts and development
If this sounds like a role you could strive in, apply today!
Person Specification
Qualifications / Experience / Personal Skills
Essential
- A good standard general education (2) Report writing (2) Microsoft Office experience Microsoft Excel, Microsoft Word and PowerPoint (2) NVQ Level 2 in Administration or equivalent experience Recognised typing / secretarial qualification i.e. RSA stage 3 typewriting, shorthand OR Equivalent Knowledge to ONC level (2) Risk Assessment Training (2) Manual Handling Training (2) Basic Knowledge of of Health & Safety/awareness of Estates legislation (2) Previous experience of working in an administrative role in a multi-skilled professional environment (2) Experience of secretarial duties, taking meeting notes and producing formal minutes; managing diaries, phones, visitors filing etc., managing and ordering office equipment and stationary; organising meetings (2) Ability to work without supervision (2) Ability to work under own initiative to achieve set targets (2) Team Leadership, motivational or organisational skills (2) Special aptitudes relating to the demands of the post E.g. Team - player, flexible (2)
Desirable
- Conflict Management training (2), Previous experience in the NHS (2), A working knowledge of the Law and procedures relating to the enforcement of Parking Charge Notices (2)
Person Specification
Qualifications / Experience / Personal Skills
Essential
- A good standard general education (2) Report writing (2) Microsoft Office experience Microsoft Excel, Microsoft Word and PowerPoint (2) NVQ Level 2 in Administration or equivalent experience Recognised typing / secretarial qualification i.e. RSA stage 3 typewriting, shorthand OR Equivalent Knowledge to ONC level (2) Risk Assessment Training (2) Manual Handling Training (2) Basic Knowledge of of Health & Safety/awareness of Estates legislation (2) Previous experience of working in an administrative role in a multi-skilled professional environment (2) Experience of secretarial duties, taking meeting notes and producing formal minutes; managing diaries, phones, visitors filing etc., managing and ordering office equipment and stationary; organising meetings (2) Ability to work without supervision (2) Ability to work under own initiative to achieve set targets (2) Team Leadership, motivational or organisational skills (2) Special aptitudes relating to the demands of the post E.g. Team - player, flexible (2)
Desirable
- Conflict Management training (2), Previous experience in the NHS (2), A working knowledge of the Law and procedures relating to the enforcement of Parking Charge Notices (2)
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).
