Job summary
We are currently recruiting for a self-motivated and customer - focused individual to join our passionate and driven team.
Posts & hours:Estates & Facilities AdministratorBased at: Venture HouseHours: 37.5 hoursSalary: £23502.96 - £25058.29
(£23502.96 - £25058.29 FTE)
At SSL we rely on diversity to deliver on our goals. We actively encourage applications from talented and qualified individuals from all walks of life regardless of race, gender, marital status, national origin, religion, sexual orientation, disability or age.
DisclosureAll roles will be subject to a successful disclosure at an appropriate level from the Disclosure and Barring Service (DBS), satisfactory reference check, qualifications' check, occupational health check and mandatory training prior to commencement of employment.
Main duties of the job
To provide a comprehensive and effective administrative support service to the Facilities Department, this includes the operation of a virtual helpdesk and to be overseen by the Admin Manager.
About us
At SSL, we work in partnership with Birmingham and Solihull Mental Health Foundation Trust (BSMHFT), to deliver facilities management, transport and other support services to over 50 sites across the West Midlands. Our team keeps expanding and since our establishment, in 2012, we have grown rapidly though the acquisition of new sites and services. At SSL we take pride in our focus to support and contribute to the Trust's aim which is to help people get better and challenge the stigma associated with mental illness. We are committed to continuous development of our practices and people and the provision of a fair and friendly work environment for everyone.
For more information visit:www.ssl-delivermore.com
To check all our vacancies visit:https://www.jobs.nhs.uk/xi/search_vacancy/?action=search&master_id=135934
Job description
Job responsibilities
Key Responsibilities:1.1 Undertake all administrative duties. To include the production of letters, databases andspreadsheets and reports etc.1.2 Undertake general office duties, such as filing (electronic and hard copies),photocopying to a high standard, sending and receiving emails etc.1.3 Receiving incoming telephone calls/enquiries, taking messages and directing asappropriate in a timely and effective manner as required.1.4 Issuing and balancing petty cash in line with SFIs and Finance Processes.1.5 Processing of invoices in line with SFIs and Finance Processes.1.6 Maintaining stock, obtaining quotations and placing orders with a wide range ofsuppliers via multiple routes.1.7 Reporting and issuing reactive work requests via multiple computer systems.1.8 Maintain electronic diaries for the Team as required.1.9 To arrange meetings, distribute any associated paperwork relevant to meetings and tomake room bookings and hospitality available where required.1.10 To attend meetings as required, taking notes/minutes/action points. Typing these anddistributing within a timely manner.1.11 To collect and collate routine data and input daily, weekly or monthly to designatedreports/spreadsheets.1.12 To chase up when requested, relevant data via email, telephone or in person.1.13 Disseminating team wide communications and to maintain information boards with up to date and relevant information.1.14 To help produce monthly and quarterly dashboard reports as requested in the formatsdesignated by the team managers.1.15 To help to maintain and contribute to producing data for statutory returns for theDepartment.1.16 To help develop and maintain effective filing, retrieval and bring forward systems for the department.1.17 To help undertake and collate responses and produce reports for departmentsurveys/audits.1.18 To communicate effectively with a wide range of personnel at all levels to ensure acohesive workflow and customer service.1.19 To maintain good working relationships with the team1.20 To undertake any other administrative, clerical or secretarial duties applicable within the nature and grade of the post.1.21 Set up and maintain the schedules for inspections1.22 To receive deliveries on behalf of the department.1.23 To cross cover for other administrators across the service as and when required.1.24 To support the request/production of ID cards.
Training and Development2.1 On the job training will be given for all aspects of the job.2.2 To participate in SSLs annual development process, and to help identify own trainingand development needs.2.3 To have Regular Management Supervision (RMSs) sessions and 1 to 1s Bi-monthly.2.4 To attend statutory and mandatory training as required or undertake via the e-learningsystem.2.5 To undertake any appropriate training associated to the job which may be consideredapplicable.- All employees must comply with all SSL and the relevant BSMHFT Policies andProcedures.- Confidentiality must be maintained at all times in accordance with GDPR- To ensure that they contribute and work towards the service/organisational aims andobjectives.- As an individual is required to respect and promote issues of equality, diversity andrights in accordance with good practice and legislation.This Job Description represents an outline of the responsibilities of the post and may beamended following consultation with the post holder from time to time.
Job description
Job responsibilities
Key Responsibilities:1.1 Undertake all administrative duties. To include the production of letters, databases andspreadsheets and reports etc.1.2 Undertake general office duties, such as filing (electronic and hard copies),photocopying to a high standard, sending and receiving emails etc.1.3 Receiving incoming telephone calls/enquiries, taking messages and directing asappropriate in a timely and effective manner as required.1.4 Issuing and balancing petty cash in line with SFIs and Finance Processes.1.5 Processing of invoices in line with SFIs and Finance Processes.1.6 Maintaining stock, obtaining quotations and placing orders with a wide range ofsuppliers via multiple routes.1.7 Reporting and issuing reactive work requests via multiple computer systems.1.8 Maintain electronic diaries for the Team as required.1.9 To arrange meetings, distribute any associated paperwork relevant to meetings and tomake room bookings and hospitality available where required.1.10 To attend meetings as required, taking notes/minutes/action points. Typing these anddistributing within a timely manner.1.11 To collect and collate routine data and input daily, weekly or monthly to designatedreports/spreadsheets.1.12 To chase up when requested, relevant data via email, telephone or in person.1.13 Disseminating team wide communications and to maintain information boards with up to date and relevant information.1.14 To help produce monthly and quarterly dashboard reports as requested in the formatsdesignated by the team managers.1.15 To help to maintain and contribute to producing data for statutory returns for theDepartment.1.16 To help develop and maintain effective filing, retrieval and bring forward systems for the department.1.17 To help undertake and collate responses and produce reports for departmentsurveys/audits.1.18 To communicate effectively with a wide range of personnel at all levels to ensure acohesive workflow and customer service.1.19 To maintain good working relationships with the team1.20 To undertake any other administrative, clerical or secretarial duties applicable within the nature and grade of the post.1.21 Set up and maintain the schedules for inspections1.22 To receive deliveries on behalf of the department.1.23 To cross cover for other administrators across the service as and when required.1.24 To support the request/production of ID cards.
Training and Development2.1 On the job training will be given for all aspects of the job.2.2 To participate in SSLs annual development process, and to help identify own trainingand development needs.2.3 To have Regular Management Supervision (RMSs) sessions and 1 to 1s Bi-monthly.2.4 To attend statutory and mandatory training as required or undertake via the e-learningsystem.2.5 To undertake any appropriate training associated to the job which may be consideredapplicable.- All employees must comply with all SSL and the relevant BSMHFT Policies andProcedures.- Confidentiality must be maintained at all times in accordance with GDPR- To ensure that they contribute and work towards the service/organisational aims andobjectives.- As an individual is required to respect and promote issues of equality, diversity andrights in accordance with good practice and legislation.This Job Description represents an outline of the responsibilities of the post and may beamended following consultation with the post holder from time to time.
Person Specification
Qualifications
Essential
- NVQ Business administration level 2, RSA3 and/or previous experience of secretarial/administrative work at a similar level
Desirable
- Customer Care Training
- ECDL
- NVQ Business administration level 3
Knowledge experience skills
Essential
- -Evidence of working within an office environment. -Ability to work well under pressure and manage multiple tasks simultaneously. -Ability to work standalone. -Competent use to Microsoft Office Skills Ability to plan, organise own workload, work under pressure and meet tight deadlines. -Good telephone manner and ability to take telephone messages accurately. -Ability to use other IT packages. -Good numeracy skills. -Ability to undertake the taking of notes/minutes of meetings.
Desirable
- -Estates and facilities admin / NHS admin experience. -Knowledge of Facilities functions (Combined Estates and Hotel Services/Catering).
Application form
Essential
- -Ability to communicate effectively at all levels (internally and externally). -Motivated to work independently with minimal supervision. -To communicate clearly and concisely both verbally and in writing. -Professional, courteous, reliable, honest and enthusiastic. -Able to maintain strict confidentiality. -Work well within a team. -Ability to work flexibly. -Ability to travel/work between sites. -Ability to problem solve.
Person Specification
Qualifications
Essential
- NVQ Business administration level 2, RSA3 and/or previous experience of secretarial/administrative work at a similar level
Desirable
- Customer Care Training
- ECDL
- NVQ Business administration level 3
Knowledge experience skills
Essential
- -Evidence of working within an office environment. -Ability to work well under pressure and manage multiple tasks simultaneously. -Ability to work standalone. -Competent use to Microsoft Office Skills Ability to plan, organise own workload, work under pressure and meet tight deadlines. -Good telephone manner and ability to take telephone messages accurately. -Ability to use other IT packages. -Good numeracy skills. -Ability to undertake the taking of notes/minutes of meetings.
Desirable
- -Estates and facilities admin / NHS admin experience. -Knowledge of Facilities functions (Combined Estates and Hotel Services/Catering).
Application form
Essential
- -Ability to communicate effectively at all levels (internally and externally). -Motivated to work independently with minimal supervision. -To communicate clearly and concisely both verbally and in writing. -Professional, courteous, reliable, honest and enthusiastic. -Able to maintain strict confidentiality. -Work well within a team. -Ability to work flexibly. -Ability to travel/work between sites. -Ability to problem solve.
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.
