Estates and Facilities Administrator

Royal Papworth Hospital NHS Foundation Trust; Cambridge; On-site; GBP 24,000 - 32,000; Full time

Job summary

Royal Papworth Hospital NHS Foundation Trust is seeking an Estates & Facilities Administrator to support the Estates & Facilities and Clinical Engineering teams. You will handle front-desk enquiries, manage records, and help with procurement, parking, asset management and meeting coordination.

Based on the Cambridge Biomedical Campus, the role requires on-site presence, with responsibilities spanning from car parking data to the organisation of essential information for safe hospital operations.

Qualifications

• First point of contact for visitors, colleagues and callers.
• Provide administrative support to Estates & Facilities and Clinical Engineering teams.
• Support helpdesk functions by responding to queries and directing issues.
• Process parking applications and maintain the car parking database.
• Query the database and reporting to support the Head of Clinical Engineering.
• Assist with meeting organisation and minute taking.

Responsibilities

• Serve as the first point of contact for internal and external visitors, phone calls and email enquiries.
• Provide administrative support to the Estates & Facilities and Clinical Engineering teams, including managing generic inboxes, maintaining accurate records and responding to ad hoc requests to support safe and effective patient care.
• Support helpdesk functions by responding to queries, directing issues appropriately and contributing to problem solving.
• Process parking applications, maintain the car parking database and assist with water safety data recording.
• Add new items of equipment to the Clinical Engineering asset information management system.
• Query the database and reporting as required in relation to specific queries received at the request of the Head of Clinical Engineering.
• Assist with meeting organisation, including diary coordination, room bookings, preparation and circulation of meeting papers, and minute taking.
• Use Trust systems to support procurement activities, maintain office supplies and ensure documentation is stored and handled confidentially.
• Work collaboratively with colleagues to maintain customer-focused services and provide cover within the team during periods of absence.

Skills

Administrative skills

Helpdesk support

Communication skills

Diary coordination

Customer service

Tools

Asset management system

Job description

The Estates & Facilities Administrator plays a vital part in ensuring the smooth and efficient running of Royal Papworth Hospital. As a key member of the Estates and Facilities Directorate, you will provide essential administrative and helpdesk support that directly contributes to the safe, effective and well-coordinated operation of hospital services.

Collaboration is at the heart of this role. You will be the first point of contact for visitors, colleagues and callers, offering a friendly, responsive and professional service. Through managing enquiries, supporting the helpdesks and maintaining accurate information systems, you will help ensure that the Estates and Clinical Engineering teams can carry out their work efficiently, from responding to building issues to supporting the equipment used in patient care. With competing priorities and a fast-paced environment, you will play an important role in helping teams work effectively and ensuring that staff, patients and visitors receive a high standard of service.

This role requires working onsite between 08:00 and 16:00, Monday to Friday, as it is central to coordinating day-to-day activity within the department. By supporting departmental processes and maintaining critical records, you will contribute directly to maintaining a safe, well run hospital environment for everyone who relies on it., Your work will support vital areas such as car parking management, water safety data, service dashboards, procurement processes and the organisation of essential information.

Main Responsibilities

• Serve as the first point of contact for internal and external visitors, phone calls and email enquiries.
• Provide administrative support to the Estates & Facilities and Clinical Engineering teams, including managing generic inboxes, maintaining accurate records and responding to ad hoc requests to support safe and effective patient care.
• Support helpdesk functions by responding to queries, directing issues appropriately and contributing to problem
• Process parking applications, maintain the car parking database and assist with water safety data recording.
• Add new items of equipment to the Clinical Engineering asset information management system.
• Query the database and reporting as required in relation to specific queries received at the request of the Head of Clinical Engineering
• Assist with meeting organisation, including diary coordination, room bookings, preparation and circulation of meeting papers, and minute taking.
• Use Trust systems to support procurement activities, maintain office supplies and ensure documentation is stored and handled confidentially.
• Work collaboratively with colleagues to maintain customerfocused services and provide cover within the team during periods of absence.

Royal Papworth Hospital NHS Foundation Trust is the UK's leading heart and lung hospital, delivering care to more than 50,000 patients a year in its new state-of-the-art hospital in Cambridge. We perform the most heart and/or lung transplants in the UK and carried out the UK's first successful heart transplant in 1979. It also offers emergency heart attack treatment, sleep centre care and is one of just five centres nationally for those in severe respiratory failure.

Based on the Cambridge Biomedical Campus the largest centre of medical research and health science in Europe the Trust is at the heart of treatments of the future. Royal Papworth became the first hospital trust in the country to be rated outstanding in all five areas assessed by the Care Quality Commission - a rating it still holds today. The Trust holds its values of compassion, excellence & collaboration at its core, and all colleagues joining the team are expected to uphold these in their day-to-day roles & interactions. Royal Papworth is proud of its diverse workforce and encourages people to embrace their individuality.

The Trust values difference and welcomes all applications irrespective of age, disability, gender reassignment, marriage and civil partnership, pregnancy & maternity, race, religion & belief, sex and sexual orientation. Providing they meet the minimum post criteria, applicants with disabilities will be offered an interview.

For a street view tour: https://royalpapworth.nhs.uk/virtual-tour