Bank Estates Administrative Assistant

Job Summary

The post holder will be responsible for providing general administration support to the Estates Department, showing a degree of initiative and an ability to organise their day to day workload.

Main duties of the job

1. Dealing with telephone, Docket line & email enquiries, taking and passing on messages and drawing these to the attention of the relevant person or team promptly.
2. Sign in contractors and issue keys and passes.
3. Ensure contractors working on site have carried out the site induction (contractors passport).
4. Sign in visitors to the Estates Dept.
5. General office administration, managing electronic filing systems.
6. Ensure that all statutory records and test sheets are filed correctly.
7. Accurate data entry based on information provided by others.
8. Raise orders at the request of Estates Managers and Supervisors.
9. Check invoices against purchase orders.
10. Organising meetings, preparing agendas, printing and typing of minutes. Diary management for Estates Managers and Supervisors.
11. Use, update and maintain the Estates computer aided facilities management System (Planet FM).
12. Provide support and carry out other duties as may reasonably be required by their line Manager.

About Us

Our values define who we are as #TeamUHD. They underpin everything we do now and in the future. They define how we treat our patients, visitors, and each other, our valued teammates and colleagues.

UHD are investing in services across the Trust, with many being transformed and developed following merger and the New Hospital Programme.

This means that some services may move site this year or next, either temporarily or long term. Recruiting Managers interviewing for this role will be happy to answer any specific questions that you have about this at interview.

Date posted: 20 March 2025

Pay scheme: Agenda for change

Band: Band 3

Salary: £24,071 to £25,674 a year pro rata

Contract: Bank

Working pattern: Flexible working

Reference number: 153-TBS00082-B

Job locations: The Royal Bournemouth Hospital, Bournemouth, BH77DW

Job Description

Job responsibilities

Full details of the job description and person specification can be found in the attached documents to this advert. Please refer to the requirements described in the particulars of the role.

Person Specification

Qualifications

Essential

• Educated to GSE/NVQ level 3 in a relevant subject or equivalent level of qualification or significant proven experience in a similar role.

Other

Essential

• Input and access data to and from computer systems.

Experience

Essential

• Significant experience of working in a busy administrative environment.

Desirable

• Experience of using Computer Aided Facilities Management (CAFM) systems.

Technical Skills

Essential

• Advanced IT skills including Microsoft Office applications.
• Able to communicate effectively at all levels.

Personal Attributes

Essential

• Polite and friendly approach.
• Good team worker.
• Able to cope under pressure.
• Adaptable to change.

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.

Employer details

Employer name: University Hospitals Dorset NHS Foundation Trust

Address: The Royal Bournemouth Hospital, Bournemouth, BH77DW

Employer's website: https://www.uhd.nhs.uk/careers