PFI Administrator

Job description

Job responsibilities

To provide effective administrative support to the team across the full range of its duties and responsibilities, covering for other administrative colleagues in their absence. This will cover all departments within the division, including servicing meetings, report collation, data reporting and all other general administrative tasks.

To act as the first point of contact to any member of staff wishing to access estates and facilities services.

To act as first point of contact to any member of staff with regard to the PFI contract; providing an advisory service for on-site operational activities and signposting to other service providers as necessary.

To provide support to the car parking administration team, answering queries, responding to emails, issuing of car parking permits and upkeep of management systems. Dealing with any contentious issues arising from permit issues and mediating with staff to ensure they understand the Trusts policy with regard to on-site and off-site parking permit rules. There may be a need to cover full duties in times of absence.

To provide support to the team managing the departments DATIX and risk register. Monitor related incidents, assist with collation of information, reports and ensure accurately recorded information is input onto the system. Ensuring deadlines for responses are met and incidents are closed out.

To support the process of collating, preparing and inputting information with regard to statutory returns. This will include gathering information, verifying data and submitting reports with regard to regulatory returns, including but not limited to, NHS Premises Assurance Model (PAM), Estates Returns Information Collection (ERIC), NHS Surplus Land.

To assist with gathering and preparation of presentations/reports on behalf of senior team members for senior management meetings, including Divisional Managers Board (DMB) and Board papers/reports.

To support with the review of monthly service provider reports in line with contract service level agreements/concessionary agreement and flag up potential areas for concern and failures in service to the appropriate managers for action. Manage action tracker with regard to failures and performance reports. This will require a level of knowledge of the PFI contract and what KPIs and SLAs in place to track performance delivery failures.

To process invoices, checking the validity and that the necessary back up information that supports the invoice is supplied. Identifying potential areas of overcharge, credits, service failures and ensuring presented invoices are in line with the services received. Ensure invoices are authorised and payments made within set timescale. Provide a detailed account of all expenditure for all budgets within the department and produce reports. Maintaining expenditure records and budgets are monitored. Ensure waivers are completed as necessary and comply with the Trusts Standing Financial Instructions (SFIs). Invoices received total around £7m per month.

Manage the central information system (Sharepoint) for PFI contract variations. Receive requests from staff requesting variations to the PFI contract, review requests, liaise with department over scope of works/requests. Submit requests to the PFI partner, receive costs, ensure correspondence between parties is accurate, as expected and fully recorded. Attend meetings with PFI partners to discuss the information system and variation priorities along with expectancy of completion of works.

To attend site walkrounds with IPC, clinical colleagues and service providers to review patient environment.

Carry out regular checks of information published on the divisions intranet pages ensuring it is accurate and relevant. Identify new information needs and arrange for publication/updates.

To manage the administration of the divisions Cost Productivity and Improvement Programme (CPIP) collating all information, providing action trackers, meeting with responsible persons, chasing information and preparing documents for financial scrutiny and director sign off.

To support in monitoring performance and services provided by WHSPC and its subcontractors. Challenging levels of service received if not up to standard, with the ability to negotiate solutions and outcomes of any contentious issues.

To carry out audits (to include: all service providers and their respective services) and take responsibility to ensure any issues are actioned in a timely manner. Audits will follow checks of key performance indicators (KPIs) and variation agreements, checking levels of services required are being provided in line with variation agreement.

To liaise with WHSPC and the Service Providers on daily operational issues and site management issues as required. Identifying gaps in service provision and requesting variations to contract, where appropriate.

To work flexibly and provide full cover across the rest of the administration team, in times of annual leave, sickness and peak work flows. Any other duties as may be agreed in the course of undertaking this role, in accordance with the grade and nature of the post.

Person Specification

Qualifications

Essential

• Recognised qualification or experience in relevant administrative or secretarial role.
• Administration qualification recognised qualification in literacy and numeracy (minimum GCSE English and Maths).
• Proficient in Microsoft Office packages (Word, Excel, Powerpoint, Access) Spreadsheet qualification or equivalent experience.

Desirable

• IT qualification

Experience

Essential

• Able to demonstrate competent administrative experience. Previous experience of managing a system Basic accounting skills or experience Experience of creating and managing complex spread sheets. Able to implement change to procedures within own working environment and suggest changes to procedure within and external to own working department.

Desirable

• Experience of working in NHS or other large or organisation experience of PFI management and contractor management.

Knowledge and Skills

Essential

• Good organisational, written and oral communication skills. Able to produce accurate and timely work. Ability to prioritise workload. To be pro-active in changes to the system and able to lead Self-motivated and able to work on own initiative. Friendly and efficient telephone manner. Ability to diffuse confrontational situations. Ability to problem solve.

Desirable

• Awareness of hard and soft FM facilities operations understanding of estates and medical device terminology

personal qualities

Essential

• Approachable and professional in dealing with people. Aware of self-presentation. Able to work under pressure/to deadlines. Able to demonstrate attention to detail. Able to work as part of a team. Able to handle more than one job at once. Positive attitude and not resistant to change. Aware of confidentiality.

Desirable

• .

Employer details

Employer name

Worcestershire Acute Hospitals NHS Trust

Address

Charles Hastings Way

Worcester

Worcestershire

WR5 1DD

Employer's website

https://www.worcsacute.nhs.uk/ (Opens in a new tab)