Job summary
Bedfordshire Hospitals NHS Foundation Trust are please to announce an exciting and varied opportunity within the Trust's Estates Compliance team. You will be working as part of a team providing specialist administration support for the the Trust's computer aided facilities management (CAFM) system and administrative and secretarial support to the whole Estates and Facilities department.
Main duties of the job
Supporting the Technical Services Manager and the Estates Compliance Manager with administration support.
Provide efficient and comprehensive administrative / secretarial support to the Estates Operations team.
Work closely with the other Estates Administrators covering each other's workload during absences and at peak times. They will also be required to support the Estates & Facilities Managers with administrative/secretarial tasks and to provide cover for Estates Main Reception.
Good communication and tact are essential for this role to deal with the wide range of visitors to the department.
The successful candidate must have a high standard of IT literacy and be experienced and skilled at taking minutes of meetings.
The post holder must also be able to prioritise workload and work well under pressure.
About us
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton.
You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career.We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. Please ensure that you make your application as soon as possible.
All new staff will be subject to a probationary period covering their first six months in post.
Please review all documents attached to this advert to ensure you familiarise yourself with all requirements of the job.
Job description
Job responsibilities
Supporting the Head of Operational Estates and Senior Estates Manager with secretarial / administration support, to include arranging meetings, producing all paperwork required, booking venues and taking minutes / notes.
Supporting the Technical Services Manager and Estates Compliance Manager with administration support, to include:
- Issuing events to operatives and contractors
- Raising of sub-tasks for the maintenance team
- The scheduling of jobs from Resource Scheduler, Event Director and Express Events, including maintaining annual leave records on the CAFM system
- Handling maintenance queries via telephone and email
- Assisting with updating and administrating records of the CAFM system and water hygiene monitoring systems
- Running reports from the CAFM system in the absence of the CAFM & IT Systems Administrator
- Updating the CAFM system with works updates
- Raising orders for maintenance resources
- Setting up new user account both on the CAFM system and handheld devices (PDAs)
- Assisting with the delivery of training on CAFM processes
- Assist with reviewing CAFM processes and any implementation of new CAFM databases/IT systems
- Assisting and covering the CAFM Administrator with any tasks relating to CAFM or the relevant systems and devices
To provide cover for Estates Main Reception duties including:
- Greeting visitors / contractors, signing in and issuing security passes
- Answering the telephone, taking messages and dealing with any enquiries (both internal & external callers)
- Dealing with deliveries to the department or redirecting as appropriate
- Ensuring basic supplies of paper, printing cartridges, essential stationary, signing in paperwork etc and replenishing / reordering as required
- Collating, processing, scanning and filing timesheets
- Distributing Estates Daily Updates and Weekly Weekend Working Updates
- Placing Capital orders via the Trust ordering system, liaising with requisitioners and approvers to ensure orders are placed in a timely and efficient manner
- Placing uniform orders on behalf of Linen & Laundry Manager
- Updating and monitoring the ordering spreadsheet
- Scanning and saving orders in the correct folders.
- Monitoring and supporting with the uniform request inbox
- Monitoring and supporting with the Estates inbox
- Maintaining filing systems for order paperwork
- To act as Fire Marshall for the Estates Department
Job description
Job responsibilities
Supporting the Head of Operational Estates and Senior Estates Manager with secretarial / administration support, to include arranging meetings, producing all paperwork required, booking venues and taking minutes / notes.
Supporting the Technical Services Manager and Estates Compliance Manager with administration support, to include:
- Issuing events to operatives and contractors
- Raising of sub-tasks for the maintenance team
- The scheduling of jobs from Resource Scheduler, Event Director and Express Events, including maintaining annual leave records on the CAFM system
- Handling maintenance queries via telephone and email
- Assisting with updating and administrating records of the CAFM system and water hygiene monitoring systems
- Running reports from the CAFM system in the absence of the CAFM & IT Systems Administrator
- Updating the CAFM system with works updates
- Raising orders for maintenance resources
- Setting up new user account both on the CAFM system and handheld devices (PDAs)
- Assisting with the delivery of training on CAFM processes
- Assist with reviewing CAFM processes and any implementation of new CAFM databases/IT systems
- Assisting and covering the CAFM Administrator with any tasks relating to CAFM or the relevant systems and devices
To provide cover for Estates Main Reception duties including:
- Greeting visitors / contractors, signing in and issuing security passes
- Answering the telephone, taking messages and dealing with any enquiries (both internal & external callers)
- Dealing with deliveries to the department or redirecting as appropriate
- Ensuring basic supplies of paper, printing cartridges, essential stationary, signing in paperwork etc and replenishing / reordering as required
- Collating, processing, scanning and filing timesheets
- Distributing Estates Daily Updates and Weekly Weekend Working Updates
- Placing Capital orders via the Trust ordering system, liaising with requisitioners and approvers to ensure orders are placed in a timely and efficient manner
- Placing uniform orders on behalf of Linen & Laundry Manager
- Updating and monitoring the ordering spreadsheet
- Scanning and saving orders in the correct folders.
- Monitoring and supporting with the uniform request inbox
- Monitoring and supporting with the Estates inbox
- Maintaining filing systems for order paperwork
- To act as Fire Marshall for the Estates Department
Person Specification
Qualifications
Essential
- Good standard of education including English & Maths to level 2 or equivalent
Desirable
- IT qualification at intermediate level in Power Point
- Minute Taking experience
Experience
Essential
- Experience of secretarial or administrative procedures and systems
- Previous experience of providing comprehensive secretarial and administrative support in a pressured environment
Desirable
- Experience of using MiCAD
- Experience of processing orders via Unit 4 System
Knowledge
Essential
- Knowledge of Estates & Facilities
- Comprehensive knowledge of Microsoft Office i.e. Word, Excel & Outlook
Desirable
- Basic knowledge of Hard FM and related specialist terminology
- Knowledge of working in a hospital environment
Person Specification
Qualifications
Essential
- Good standard of education including English & Maths to level 2 or equivalent
Desirable
- IT qualification at intermediate level in Power Point
- Minute Taking experience
Experience
Essential
- Experience of secretarial or administrative procedures and systems
- Previous experience of providing comprehensive secretarial and administrative support in a pressured environment
Desirable
- Experience of using MiCAD
- Experience of processing orders via Unit 4 System
Knowledge
Essential
- Knowledge of Estates & Facilities
- Comprehensive knowledge of Microsoft Office i.e. Word, Excel & Outlook
Desirable
- Basic knowledge of Hard FM and related specialist terminology
- Knowledge of working in a hospital environment
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).
