Estates and Facilities Department Administrator

NHS; Lowestoft; On-site; GBP 18,000 - 22,000; Part time

Job summary

A health care provider in Lowestoft is seeking a part-time Estates and Facilities Department Administrator. The successful candidate will support the Associate Director with various administrative tasks, requiring strong organizational and communication skills. Experience in the NHS and a customer service qualification are essential for this position, which demands flexibility and the ability to work effectively under pressure.

Qualifications

• Relevant administrative experience in the NHS.
• Ability to work under pressure and meet deadlines.
• Experience in engaging with health professionals.

Responsibilities

• Act as first point of contact for enquiries.
• Manage and prioritize administrative tasks effectively.
• Assist senior team members with projects.

Skills

Organizational skills

Communication skills

Customer service

Computer literacy

Ability to prioritize

Education

Customer Service Qualification - Level 3 or equivalent

European Computer Driving License (ECDL) Qualification or equivalent

Tools

Microsoft Office

Job description

Estates and Facilities Department Administrator

An exciting opportunity has arisen for an efficient and effective administrator with excellent organisational and interpersonal skills to support the work of our Associate Director of Estates and Facilities and the team.

Providing a friendly, professional and efficient customer service is at the forefront of our team, helping with reports, data gathering, Minute taking etc.

We are looking for someone with the ability and confidence to use their own initiative and prioritise tasks. The post holder must possess excellent communication skills and relevant administrative experience, must be flexible and have attention to detail. You will also need to be computer literate with experience of Microsoft Office packages and able to balance multiple tasks and prioritise effectively. There may be instances where you will be required to travel to another location for work.

This a part-time post - 22.5 hrs weekly

Main duties of the job

Act as the first point of contact for general telephone and email enquiries, arrange calendars and meetings to support the services and team.

Carry out a full range of administrative tasks including scanning, typing, filing, photocopying, arranging meetings, minute-taking, handling telephone messages, and the departments help desk and other duties as required.

Assist senior team members with projects and initiatives by providing administrative support as needed.

Be flexible and have the ability to on occasions work at another location.

Please note: Under current UK immigration rules, this role does not meet the eligibility requirements for sponsorship under either the Health and Care Worker visa or the Skilled Worker visa routes.

About us

ECCH is well established health care provider and has been successfully delivering NHS care within the community since 2011. We provide a range of NHS, community health and social care services predominantly across the easterly region of the Norfolk/Suffolk borders.

We are aligned to NHS terms and conditions, and offer many employee benefits, to find out more about us visit our website - www.ecch.org. We are a social enterprise and staff owned organisation which means staff can opt to be shareholders and have a real say in how ECCH is run and evolves to deliver healthcare for the future.

At the heart of our ambition, we work in partnership with and for the community to become the provider and employer of choice for community healthcare.

We encourage you to apply as early as possible as this job may close earlier than the advertised closing date once enough applications have been received.

AI

We recognise that AI tools are increasingly used in professional settings. While we encourage strong applications, we value authenticity and an accurate reflection of skills and experience.

Applicants must declare if AI has been used to complete their application, including responses that are directly copied or significantly shaped by AI tools.

By submitting this application, you confirm that all information provided is a true and accurate representation of your own skills, knowledge, and experience.

Job responsibilities

• The post holder must be able to recognise the importance of confidentiality and sensitivity of issues and at all times be able to act using the utmost discretion.
• To respond efficiently and effectively to telephone enquiries and emails, resolving routine matters where possible and providing accurate service information as appropriate, or re-directing to relevant staff where necessary.
• Manage and prioritise workload effectively, ensuring that tasks are completed within agreed timescales.
• Provide administrative support to the Associate Director of Estates and Facilities.
• Input departmental data activity into departmental systems as required in a timely and accurate manner.
• Assisting in ensuring site departmental compliance records are recorded and updated.
• Assisting with setting up rosters and the initial stages of finding cover.
• Ordering stock from various suppliers for the different specialties that the Hotel Services team provide services for -
• Catering
• Domestic
• Facilities
• Ward

These are time‑sensitive and require forward assessment and planning.

• Ensure raised orders have the correct Purchase Order information within.
• Ensure received orders correspond with invoices raised.
• Assist with regular reviews of processes and procedures; ensuring that tasks are completed in the most efficient way.
• Fault reporting.
• At times to carry out any other administrative duties as appropriate.
• Maintain your mandatory training to a high standard of compliance.
• All roles within East Coast Community Healthcare CIC (ECCH) require staff to demonstrate our Values and Signature Behaviours in the care and service they provide to patients, service users, stakeholders and colleagues. All members of staff should consider these as an essential part of their job role.
• Our Values outline the core behaviours that we can all achieve and are summarised as an acronym within the word CARE. These stand for: Compassion, Action, Respect and Everyone.
• Underpinning our Values are our Signature Behaviours which highlight by taking the right actions we continue to build a strong culture. Our four Signature Behaviours are: Compassion - We Listen, We Learn, We Lead | Action - My Accountability, My Responsibility | Respect - Respect Our Resources: People, Time and Money | Everyone - Work Together, Achieve Together.

Person Specification

Personal Attributes

• Good time keeping
• Able to work under pressure and to deadlines
• Excellent organisational skills
• Self motivated with the ability to see a job through to completion.
• Ability to embrace our Culture, Values and Signature Behaviours:
• (Compassion - We Listen, We Learn, We Lead | Action - My Accountability, My Responsibility | Respect - Respect Our Resources: People, Time and Money | Everyone - Work Together, Achieve Together).

Qualifications

• Customer Service Qualification - Level 3 or equivalent
• Computer literacy - European Computer Driving License (ECDL) Qualification or equivalent
• Worked with NHS electronic systems

Experience

• Previous NHS background and experience in administration
• Relevant and practical administrative experience
• Experience of engaging with health professionals and other organisations
• Willingness to expand on current knowledge

Skills and Knowledge

• Knowledge of a full range of administrative procedures
• IT skills, including word processing, email, and spreadsheets
• Excellent organisational and office management skills: manage filing systems, ability to think and plan operationally and to work to deadlines
• Able to co‑ordinate meetings on a regular basis
• Excellent written and verbal skills
• Exceptional ability to communicate effectively
• Ability to work on own initiative and solve routine problems
• Capable of providing and receiving complex information
• Desire to learn and develop new skills
• Team worker with a flexible approach to team working
• Self‑motivated. Work is managed rather than supervised
• Ability to work with individuals in a calm, confident and sensitive manner
• Ability to respond to promptly, in a flexible, consistent and appropriate way
• Able to remain calm and deal with difficult/challenging situations
• Physical / mental capacity to concentrate for long periods
• Physical / mental capacity to deal with interruptions
• Discreet

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.

Associate Director of Estates and Facilities