Job summary
A position has arisen to join our Help desk Team providing a triage service to our customers. The team answer calls and requests through a CAFM system prioritising and ensuring patient safety is never compromised. At times the requests can be complex and difficult requiring the administrator to remain calm and focused .
Good communication and administrative skills are essential as the post holder will need to communicate with senior managers, contractors , members of the public and other staff members .
Main duties of the job
The post holder will be expected to:- Support the centralised Help Desk function, as the point of contact for the wider Trust to ensure reactive tasks are appropriately logged and issued, utilising the Trust's adopted Computer Aided Facilities Management (CAFM) system received via the portal, calls and email.- Work flexibly within a team of pooled administrators, provide efficient and effective administration relating to the financial aspects of the Estates and Facilities functions, such as raising purchase orders and receipting invoices.- To provide high quality and accurate records, including databases, trackers, and spreadsheets- Facilitate meetings, accurate minute taking and recording action logs.
This post will be delivering against a customer focused service delivery model, with excellent organisation and communication skills; have the ability to be solution focus and have a broad knowledge across Estates and Facilities functions to ensure full understanding of the administrative needs and requirements to ensure a high quality effective service to be delivered.
About us
EPUT are looking for motivated staff who shares our Trust values of Care, Learn and Empower. In return, EPUT can offer you a range of benefits and development including;
- Season Ticket Loans
- NHS discounts for staff
- Excellent Training facilities and opportunities
- Buying and Selling annual leave scheme
- The opportunity to work bank shifts and expand knowledge and experience in other areas
- Salary Sacrifice schemes including lease cars and Cycle to Work
- Day One Flexible Employer
The Trust supports and actively encourages flexible working for all employees. We offer many options and you are encouraged to ask the recruiting manager what is possible for this role. If appointed, you will have the opportunity to apply for a flexible working request from the first day of your employment
Join our Staff bank
What is Staff Bank?
Our EPUT NHS staff bank is an entity managed by the trust that hires clinical and non-clinical healthcare professionals to take on shifts at our trust hospitals and community settings. Here at EPUT we maintain our own bank of specialist staff to ensure that we are able offer safe and effective care at all times.
All our permanent staff are automatically enrolled onto the staff bank however this does not mean you have to work any additional shifts, but the option is there for you if you wish.
If you are joining our Trust in a fixed term role, please indicate on your New Starter Paperwork that you wish to join our staff bank.
Job description
Job responsibilities
To provide an efficient and effective administrative service to a multidisciplinary team within the directorate
To follow approved administrative processes and actively engage in process review and development
This role will work predominantly within the Help Desk function, the post holder will be the initial point of contact (via portal / telephone / email) for the wider trust to log reactive maintenance tasks
To be responsible for processing on-call time sheets for Maintenance Engineers and Estates Engineering Officers, reconciling and verifying timesheets against booked data for approval and sign off by the Maintenance Manager / Trust Estates Engineering Technical Lead
To be responsible for being a single of source of reporting of Estates information via CAFM
Calls taken on the Help Desk will constantly interrupt the usual work pattern as these have been assessed and require detailed knowledge and judgement to determine appropriate prioritisation to meet service and response time performance standards. The post holder must ensure that all Urgent tasks are identified and brought to the attention of the relevant Estates Engineering Officer / Maintenance Manager
Support the management of the Trusts adopted ACT system and associated processes via the helpdesk
To facilitate meetings and compile agenda upon requestTake and produce meeting minutes and action lists, and follow up on action points.
Collate and distribute of all relevant documents.
General Administration and Office Duties
Work flexibly to cover all administrative areas as requested by your line manager including colleagues or periods of absence where appropriate and within the scope of capabilities
Proactively identify potential issues or risks that may compromise the smooth running department and escalate to your line manager
Ensure appropriate handover of any outstanding administrative procedures related to the department.
Complete word processing, typing letters, memos and filing duties
Job description
Job responsibilities
To provide an efficient and effective administrative service to a multidisciplinary team within the directorate
To follow approved administrative processes and actively engage in process review and development
This role will work predominantly within the Help Desk function, the post holder will be the initial point of contact (via portal / telephone / email) for the wider trust to log reactive maintenance tasks
To be responsible for processing on-call time sheets for Maintenance Engineers and Estates Engineering Officers, reconciling and verifying timesheets against booked data for approval and sign off by the Maintenance Manager / Trust Estates Engineering Technical Lead
To be responsible for being a single of source of reporting of Estates information via CAFM
Calls taken on the Help Desk will constantly interrupt the usual work pattern as these have been assessed and require detailed knowledge and judgement to determine appropriate prioritisation to meet service and response time performance standards. The post holder must ensure that all Urgent tasks are identified and brought to the attention of the relevant Estates Engineering Officer / Maintenance Manager
Support the management of the Trusts adopted ACT system and associated processes via the helpdesk
To facilitate meetings and compile agenda upon requestTake and produce meeting minutes and action lists, and follow up on action points.
Collate and distribute of all relevant documents.
General Administration and Office Duties
Work flexibly to cover all administrative areas as requested by your line manager including colleagues or periods of absence where appropriate and within the scope of capabilities
Proactively identify potential issues or risks that may compromise the smooth running department and escalate to your line manager
Ensure appropriate handover of any outstanding administrative procedures related to the department.
Complete word processing, typing letters, memos and filing duties
Person Specification
Education/qualifications
Essential
- Business Administration NVQ Level 3 or equivalent experience.
- ECDL or equivalent experience of Word, Excel , Power point and Access.
- Literate in IT/Computer Skills
- Able to produce good quality reports with recommendations based on data analysis and within tight timescales
Desirable
- Understanding of recharging mechanisms.
- Knowledge of Integrated Estates and FM Helpdesk software systems.
- Knowledge of Estates and FM services
skills/experience
Essential
- Confident and effective communicator with good verbal and written skills.
- Good standard of numeracy GCSE or equivalent.
Person Specification
Education/qualifications
Essential
- Business Administration NVQ Level 3 or equivalent experience.
- ECDL or equivalent experience of Word, Excel , Power point and Access.
- Literate in IT/Computer Skills
- Able to produce good quality reports with recommendations based on data analysis and within tight timescales
Desirable
- Understanding of recharging mechanisms.
- Knowledge of Integrated Estates and FM Helpdesk software systems.
- Knowledge of Estates and FM services
skills/experience
Essential
- Confident and effective communicator with good verbal and written skills.
- Good standard of numeracy GCSE or equivalent.
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).
