Estates Administration Assistant

Hampshire Hospitals NHS Foundation Trust; Basingstoke; On-site; GBP 20,000 - 23,000; Full time

Job summary

Hampshire Hospitals NHS Foundation Trust is seeking an Administration Assistant for the Estates Department at the Basingstoke site. The role provides essential administrative support to enable delivery of business plans and smooth day-to-day operations, with cross-site duties as needed.

The post involves liaising with external companies, site inductions for contractors, and handling sensitive documentation.

Qualifications

• Experience providing administrative support in a busy department.
• Ability to produce ad-hoc reports and documentation.
• Experience liaising with external suppliers for repairs and maintenance.
• Strong organisational and time-management skills.

Responsibilities

• Provide effective administrative support to the Estates Department to deliver business plans.
• Produce ad-hoc reports and documentation.
• Liaise with external companies for emergency call outs and arrange maintenance visits.
• Conduct site inductions for contractors.
• Issue Trust keys and contractor badges and ensure signing.
• Assist procurement by monitoring progress of purchase orders.
• Arrange meetings and events, including diary management and liaison with internal staff and external clients.
• Take minutes of departmental meetings and transcribe them in a timely manner and circulate as required.

Skills

Administrative support

Diary management

Communication

Education

General education

Tools

Microsoft Office

Job description

The Estates Department is seeking to appoint an Administration Assistant to provide effective administrative support that enables the service to deliver its business plans and support the wider organisation.

The post holder will be responsible for a range of administrative duties that are essential to the efficient day-to-day operation of the Estates Department. The role will support Estates colleagues to ensure services are delivered effectively, accurately, and in line with agreed timescales.

Adherence to relevant organisational policies, procedures, and operational standards is required at all times.

The post will be primarily based at the Basingstoke site, with ad-hoc cross-site working at Winchester or other sites as required to meet the needs of the service., To work autonomously providing administrative support for the Estates Department under the supervision of EA to the Associate Director of Estates

To produce ad-hoc reports and documentation that may contain information of a sensitive nature.

To liaise with external companies for any emergency call outs, repairs and arrange maintenance visits as requested.

To conduct site inductions for contractors attending site.

Issuing Trust keys and contractors badges and ensuring that the items are signed for if required.

To assist the procurement of goods and services by monitoring the progress of purchase orders.

To arrange meetings and events; this will include diary management and will require liaison with internal staff and external clients to co-ordinate meetings and events.

To take minutes of departmental meetings and transcribe these in a timely manner and ensuring they are circulated as required.

Our vision is to provide outstanding care for every patient. Patient care is at the heart of what we do at our three sites: Basingstoke and North Hampshire Hospital, Royal Hampshire County Hospital in Winchester and Andover War Memorial Hospital. Hampshire Hospitals NHS Foundation Trust provides medical and surgical services to a population of approximately 600,000 people across Hampshire and parts of West Berkshire.

Our cultural ambition is to have a culture that places people at the heart of all we do, where we all belong, and where learning, improvement and excellence thrive.

We provide specialist services to people across the UK and internationally. We are one of only two centres in the UK treating pseudomyxoma peritonei (a rare form of abdominal cancer) and we are leaders in the field of tertiary liver cancer and colorectal cancer.

The trust employs more than 9,000 staff and has a turnover of over £500 million a year. As a Foundation Trust, we are directly accountable to our members through the governors. The Council of Governors represent the interests of their constituencies and influence the future plans of the Foundation Trust.