Estates and Facilities Administrator

Integrated Care System; Brighton; On-site; GBP 22,000 - 27,000; Full time

Job summary

A leading health services provider in Brighton is seeking an Administrative Support Officer to assist the Estates and Facilities Departments. The role includes providing administrative support, managing diaries, and ensuring compliance in a professional setting. Ideal candidates will have NVQ Level 3 in Business Administration, excellent communication skills, and experience in administrative roles. Flexibility in work hours is available to enhance work-life balance.

Benefits

Flexible working options

Excellent training and development opportunities

Cost-effective workplace nurseries

Qualifications

• Proven experience in an administrative and reception environment.
• Knowledge of electronic booking systems/databases.
• Experience dealing with the general public.

Responsibilities

• Provide administrative support to the Capital Projects and Estates Operational teams.
• Manage diaries for Estates and Facilities managers.
• Maintain records for compliance purposes.

Skills

Good written and verbal communication skills

Computer skills in Microsoft Word and Excel

Ability to work in a team

Advanced keyboard skills

Excellent interpersonal skills

Education

NVQ Level 3 - Business and Administration or equivalent

RSA 3 or similar qualification

ECDL qualification or equivalent

Tools

Microsoft Word

Microsoft Excel

Job description

The key function of the post is to provide administration support to both the Estates and Facilities Departments as part of the Business Support & Administration team. In addition, the post holder will work as part of a wider Estates & Facilities administration support team and will be expected to operate flexibly, providing support to the helpdesk team and members of the wider Estates & Facilities team as required

Please note: Due to recent changes in UK immigration and visa rules, this role is unlikely to be eligible for Skilled Worker visa sponsorship. Applicants who do not currently have the right to work in the UK may not be considered. Candidates requiring sponsorship should review the eligibility criteria on the gov.uk website before applying to assess their eligibility for a Certificate of Sponsorship for this role.

Main duties of the job

• Provide administrative and secretarial support to the Capital Projects and Estates Operational teams, which is timely, accurate and complies with agreed operational systems and procedures.
• Responsibility for the Trust's dedicated Waste Services telephone line and email account: providing first point of contact for all waste management enquiries from Trust staff and patient, setting up home patient waste collections and maintaining a database of patients, collections and associated issues log
• Preparing routine activity reports for departmental services
• Maintaining audit and registration records

About us

We are the main provider of NHS community services across East and West Sussex, with 6,000 staff serving 1.3 million people. We deliver essential care to adults and children, helping them manage their health, avoid hospital admissions, and reduce hospital stays.

Our Trust vision is to provide excellent care at the heart of the community. We offer opportunities across medical, clinical, support, and corporate services.

Why work for us?o Positive 2024 NHS Staff Survey results, highlighting compassionate leadership and wellbeingo Varied environments: community hospitals, patients' homes, and bases across Sussexo Flexible working options: part-time, flexi-time, annualised hours, and flexi-retiremento Excellent training, development, and research opportunitieso Cost-effective workplace nurseries in Crawley, Hove, and Brightono Active EMBRACE, Disability & Wellbeing, LGBTQIA+, and Religion & Belief networkso Level 3 Disability Confident Leader and Veteran Aware Trusto Beautiful Sussex location near the South Downs and coast

Our values--Compassionate Care, Working Together, Achieving Ambitions, Delivering Excellence--guide everything we do.We embrace diversity and encourage applications from all backgrounds, particularly from ethnically diverse, disabled, and LGBTQIA+ individuals. We aim to create an inclusive environment and support reasonable adjustments during recruitment.

This post may close early if sufficient applications are received.

Job responsibilities

General Administration

• Produce high quality typing/word processing, photocopying, filing and document retrieval.
• Draft routine responses to enquiries.
• Effectively screen and courteously answer incoming calls, take clear and accurate messages.
• Welcome courteously visitors to the department.
• Ensure timely sorting, opening and daily distribution of post/faxes and other literature.
• Arrange meetings and catering requirements when necessary.
• Assist with the day to day management of the room bookings mailbox for BGH venues.
• Manage diaries for the Estates and Facilities managers, resolving conflicting appointments and schedules.

1. Carry out and ensure accurate and timely registering, processing and filing, in particular with regard to Project Files, Project Control Forms, Purchase and Services Orders.

2. Provide and ensure efficient administrative support to the Estates Operational Team. To carry out duties such as weekly PPM runs, collating maintenance performance and medical devices reports, mileage sheet administration, sickness reporting and recording and annual leave recording.

3. Retrieve requests for accommodation from the PULSE on a daily basis and add to the accommodation schedule (Excel spread sheet).

4. On receipt of accommodation request email to the service the property department detailed version (Excel spread sheet) for completion by the service.

5. Keep property team apprised of accommodation requests.

6. Assist with placing purchase orders, tracking progress and maintain reporting mechanism. To assist the Estates Accounts Administrator in routine faxing, filing and the photo copying of invoices and any other necessary supporting tasks.

7. To take, transcribe and type up meeting minutes as and when required, such as site meetings and regular Estates meetings.

8. To carry out data inputting onto various computer databases as required.

9. To assist in supporting the Estates Maintenance Helpline as may be required to cover for periods of holiday and sickness.

10. Prepare and submit documents onto the e-tendering system with documentation management of the process in liaison with the Project/Estates Manager.

11. Provides advice, or demonstrates own activities or workplace routines to new or less experienced employees in own work area.

12. Processing ID badge requests.

Environment and Logistics Administration (Waste Services)

• Responsible for the Trusts dedicated Waste Services telephone line and email account and provide the first point of contact for all waste management enquiries from Trust staff and patients.
• Arrange home patient waste collections and maintain a database of patients, collections and associated issues log.
• Support the Environment & Logistics Team to monitor services, identify and investigate issues and resolve queries.
• Maintaining records for compliance purposes, i.e. audit and hazardous waste registration information.
• Have direct contact with patients, staff and outside agencies while dealing with the administration of SCT waste management.
• Assist Environment & Logistics Team in dealing with any complaints or potential complaints swiftly.
• Assist the Environment & Logistics Team in preparing routine activity reports.
• Handle staff and patient enquiries efficiently, courteously and in a timely manner.
• Support the wider Estates & Facilities team by carrying out administrative duties such as letter writing, copy and audio typing of letters and forms, photocopying, faxing, bookings for meetings, minute taking and any other administrative duty that is in line with position.
• Be aware of and work within SCT policies and procedures, in particular information governance and patient confidentiality.

Person Specification

Qualifications and/or professional registration

• NVQ Level 3 - Business and Administration or equivalent
• RSA 3 or similar qualification or equivalent
• ECDL qualification or equivalent

Experience

• Previous experience of working in an administrative and reception environment
• Demonstrate knowledge of electronic booking systems / databases
• Experience of dealing with the general public
• Previous experience of working within the NHS or Health and Social Care environment

Skills and knowledge

• Good written and verbal communication skills, including a good standard of literacy
• Computer skills and IT Systems - Microsoft Word, Excel and booking systems / databases
• Able to undertake copy and audio typing
• Advanced keyboard skills
• Ability to work in a team with professionals and patients, including other disciplines
• Ability to use initiative and prioritise workload to work to deadlines
• Ability to handle working in a busy environment
• Professional and organised individual
• Ability to concentrate when taking/transcribing minutes
• Communicating with staff, patients and external contacts with tact and diplomacy
• Communicate complex information effectively at all levels, face to face and by telephone
• Ability to work autonomously, seeking advice when appropriate
• Experience of diary management
• Reliable with good time keeping
• Excellent interpersonal skills
• Committed to Continuing Professional Development

Other requirements

• A deep understanding of the principles of equal opportunities as it relates to staff and patients and able to demonstrate personal commitment to challenging discrimination and promoting equalities

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.