Estates Administration Asssitant

Hampshire Hospitals Nhs Foundation Trust; Winchester; On-site; GBP 26,000 - 32,000; Full time

Job summary

The Estates Department at Hampshire Hospitals NHS Foundation Trust in Winchester is seeking an organised administrator to support delivery of a high-quality Estates service across the organisation. You will provide comprehensive administrative support, maintain records and communications, and work with internal stakeholders to ensure safe, well-maintained environments for patients, visitors and staff.

Working within the Estates Team, you will manage meetings, minutes, procurement processes,

Responsibilities

• Provide comprehensive administrative support to the Estates Department.
• Maintain departmental databases and records.
• Produce, format and distribute correspondence, reports and minutes.
• Manage incoming and outgoing post and liaise with the Trust Post Room.
• Support procurement by raising and monitoring purchase orders.
• Coordinate meetings, diary management, venues and refreshments.
• Take accurate minutes and distribute records.
• Arrange external training for Estates staff.
• Monitor price variances and support financial administration.
• Maintain filing and record-keeping systems.
• Comply with Trust policies and mandatory training.

Job description

As a valued member of the Winchester Estates Team, the post holder will play a key role in supporting the delivery of a high-quality, customer-focused Estates service across the organisation. Working as part of a dynamic and dedicated team, they will undertake a range of administrative and coordination activities that contribute to the efficient operation of the Estates Department and support the delivery of departmental business objectives. The post holder will be responsible for providing comprehensive administrative support to the Estates Department, ensuring that records, systems, documentation, and communications are maintained effectively and in a timely manner. They will work closely with Estates colleagues and a range of internal stakeholders, helping to facilitate the smooth running of day-to-day operations and contributing to the delivery of safe, efficient, and well-maintained environments for patients, visitors, and staff. A commitment to delivering a professional, responsive service and adhering to all relevant Trust policies, procedures, and operational standards is essential at all times. The role offers an excellent opportunity to contribute to the effective management of the Trust's estate while developing valuable experience within a busy and varied administrative environment.

• Work independently to provide comprehensive administrative support to the Estates Department under the direction of the Site Maintenance Manager and Estates Business Support Manager.
• Create, maintain, and accurately update departmental databases and records, including Microsoft Excel spreadsheets, FM First, meeting room booking systems, and other Estates management systems.
• Produce, format, and distribute correspondence, reports, presentations, minutes, and other documents as required, ensuring accuracy and confidentiality at all times.
• Manage incoming and outgoing post, including preparing items for internal and external distribution and liaising with the Trust Post Room as required.
• Support the procurement process by raising and monitoring purchase orders, tracking their progress, and liaising with suppliers and internal stakeholders to ensure timely delivery of goods and services.
• Maintain accurate records relating to annual leave, sickness absence, and other workforce information, ensuring all confidential data is managed in accordance with Data Protection legislation and Trust policies.
• Organise and coordinate meetings, events, and site visits, including diary management, booking venues, arranging refreshments, and liaising with both internal and external attendees.
• Attend meetings as required, taking accurate minutes, producing clear records of discussions and actions, and distributing documentation within agreed timescales.
• Coordinate external training and development activities for Estates staff, including course bookings, travel arrangements, accommodation reservations, and associated administration.
• Monitor and record price variances, process payment authorisations, and support financial administration activities within the department.
• Maintain effective filing and record-keeping systems, ensuring information is accessible, accurate, and up to date.
• Comply with all Trust, departmental, and statutory policies, procedures, and regulations at all times.
• Participate in mandatory, statutory, and role-specific training to maintain knowledge, skills, and professional competence.
• Undertake any other duties commensurate with the grade and responsibilities of the post, as required to support the effective operation of the Estates Department. 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.