Job summary
We are looking for an organised and proactive administrator to provide high-quality administrative and secretarial support to the Estates & Facilities Directorate management team. You will be responsible for producing professional correspondence, maintaining accurate records, and ensuring all documentation complies with Trust standards and GDPR requirements.
Working closely with the Estates & Facilities Administration Manager, you will play a key role in delivering an efficient and responsive service for staff, visitors, and customers. You will also deputise for the Administration Manager when required.
In addition, you will lead and support the Administration Team, providing day-to-day supervision, guidance, and training to ensure consistent service delivery and ongoing staff development.
Main duties of the job
We are seeking an organised and proactive administrator to provide comprehensive administrative and secretarial support to the Estates & Facilities Directorate management team. You will produce high-quality professional correspondence and maintain accurate, compliant records in line with Trust standards and GDPR requirements.
Working closely with the Estates & Facilities Administration Manager, you will play an important role in delivering a responsive, high-quality service for staff, visitors and customers, including deputising for the Administration Manager when needed.
You will also supervise the Administration Team, offering day-to-day leadership, guidance, training and support to ensure consistent service standards and to promote ongoing development within the team.
About us
At the RUH we put people at the heart of what we do, working together as one team to make a difference for our patients, each other, and our community. No matter what your role is, we value everyone's contribution in supporting the exceptional, person-centred care we pride ourselves on.
We are proud to be in thetop 20 best hospitals to work for in the country.
We are committed to creating a compassionate and inclusive environment. This can be seen in our growing community of staff networks - celebrating successes and creating opportunities to listen and learn. We value our differences, champion kindness and civility, and truly believe that diversity makes us stronger.
A culture of learning, developing and innovating is the thread that runs throughout our whole organisation. We want to support you to thrive, taking your career to its full potential.
We value staff wellbeing, with a well-established programme of support. We believe in a holistic approach spanning all aspects of living a healthy life, including physical, emotional, spiritual and financial wellbeing. We've even got a pool!
We are committed to supporting you and hope you want to join our team. In the meantime, find out more about living and working the beautiful historic city of Bath, learn about our extensive package of staff benefits, and read about how we're providing healthcare fit for the future with the landmark Dyson Cancer Centre and our passion for research.
Job description
Job responsibilities
Manage and prioritise your own workload independently, using initiative and knowing when to escalate issues.Act as a key point of contact for managers, staff, contractors and suppliers, ensuring a high standard of service and communication.Process orders for goods, services and contracts, track progress, chase invoices and maintain accurate financial records in line with Trust requirements.Source goods and services, working closely with Managers, Finance, Procurement and suppliers.Handle calls, enquiries and complaints professionally, responding within agreed timescales with empathy and good judgement.Produce accurate letters, reports and documentation, including copy and audio typing.Update and close Estates & Facilities incident records (Datix) as required.Organise meetings, travel, hospitality and prepare supporting materials.Take minutes for key Directorate meetings such as Water Safety, Fire Committee, Asbestos Committee and others.Manage and monitor generic inboxes (e.g. E&F Admin, Car Parking, Access Control), ensuring queries, applications and complaints are processed promptly.Maintain accurate databases, spreadsheets and electronic filing systems in line with GDPR and Trust protocols.Support effective records management, including data input, archiving and generating reports.Supervise and support the Administration Team, contributing to staff training, development and daytoday leadership.Take part in inhouse training, share best practice and support continuous improvement.Assist with access control administration, including issuing ID badges and managing parking access.Support reconciliation of payments for car parking, pool applications and other services.Carry out other ad hoc administrative duties as required.
Job description
Job responsibilities
Manage and prioritise your own workload independently, using initiative and knowing when to escalate issues.Act as a key point of contact for managers, staff, contractors and suppliers, ensuring a high standard of service and communication.Process orders for goods, services and contracts, track progress, chase invoices and maintain accurate financial records in line with Trust requirements.Source goods and services, working closely with Managers, Finance, Procurement and suppliers.Handle calls, enquiries and complaints professionally, responding within agreed timescales with empathy and good judgement.Produce accurate letters, reports and documentation, including copy and audio typing.Update and close Estates & Facilities incident records (Datix) as required.Organise meetings, travel, hospitality and prepare supporting materials.Take minutes for key Directorate meetings such as Water Safety, Fire Committee, Asbestos Committee and others.Manage and monitor generic inboxes (e.g. E&F Admin, Car Parking, Access Control), ensuring queries, applications and complaints are processed promptly.Maintain accurate databases, spreadsheets and electronic filing systems in line with GDPR and Trust protocols.Support effective records management, including data input, archiving and generating reports.Supervise and support the Administration Team, contributing to staff training, development and daytoday leadership.Take part in inhouse training, share best practice and support continuous improvement.Assist with access control administration, including issuing ID badges and managing parking access.Support reconciliation of payments for car parking, pool applications and other services.Carry out other ad hoc administrative duties as required.
Person Specification
Qualifications and training
Essential
- Good level of education - O level or GCSE standard, including English
- Level 2/3 Business Studies or equivalent management & supervisory experience in a healthcare setting
- European computer driving licence (ECDL) level 2
Desirable
- RSA Stage 2/3 typing
- Shorthand qualification
- H&S certificate
Knowledge and experience
Essential
- Minimum 3 years experience of working in a demanding customer centred environment
- Advanced IT skills, including Excel, Word and PowerPoint
- Ability to communicate effectively verbally and in writing
- Good organisational skills and time management skills
Desirable
- Typing/word processing skills
- Experience of databases and spreadsheets
Specific skills
Essential
- Ability to work under pressure with minimal supervision, whilst meeting deadlines and prioritising workload
- Ability to use own initiative and judgement
- Flexible approach to working practices and a willingness to undertake further training and development
- Good team player, diplomatic and personable
Desirable
- Experience of working in a customer centred office environment
- Experience in minute taking
- Ability to delegate and lead
Person Specification
Qualifications and training
Essential
- Good level of education - O level or GCSE standard, including English
- Level 2/3 Business Studies or equivalent management & supervisory experience in a healthcare setting
- European computer driving licence (ECDL) level 2
Desirable
- RSA Stage 2/3 typing
- Shorthand qualification
- H&S certificate
Knowledge and experience
Essential
- Minimum 3 years experience of working in a demanding customer centred environment
- Advanced IT skills, including Excel, Word and PowerPoint
- Ability to communicate effectively verbally and in writing
- Good organisational skills and time management skills
Desirable
- Typing/word processing skills
- Experience of databases and spreadsheets
Specific skills
Essential
- Ability to work under pressure with minimal supervision, whilst meeting deadlines and prioritising workload
- Ability to use own initiative and judgement
- Flexible approach to working practices and a willingness to undertake further training and development
- Good team player, diplomatic and personable
Desirable
- Experience of working in a customer centred office environment
- Experience in minute taking
- Ability to delegate and lead
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).
