Estates Business Support Administrator

Oxford Health NHS Trust; Oxford; On-site; GBP 24,000 - 30,000; Full time

Job summary

A public health organisation in Oxford is seeking a full-time Estates Business Support Administrator to provide administrative support and manage queries within their teams. Candidates should have a degree or equivalent experience, excellent IT skills, and a proactive attitude towards patient care. The position involves processing invoices, generating performance reports, and maintaining communication with senior management. A variety of employee benefits are available, enhancing work-life balance.

Benefits

27 days annual leave

NHS Discounts

Cycle to work scheme

Employee Assistance Programme

Qualifications

• Experience in diary management.
• Extensive knowledge of Microsoft Office applications.
• Experience in public sector administration.

Responsibilities

• Support the Senior Estates Business Manager with administrative tasks.
• Process invoices and produce performance reports.
• Respond to queries and communication in a professional manner.

Skills

Organisational skills

Communication skills

Data analysis

IT proficiency

Education

Degree level education or equivalent

Formal qualifications in MS Office

Tools

Microsoft Excel

Microsoft Access

Microsoft Word

Job description

Are you highly organised, detail-driven and passionate about making a difference to NHS operations?

We are recruiting for a full-timeEstates Business Support Administrator to join our team providing support and administrative duties to support the Senior Estates Business Manager and Estates Performance Manager.

This is a varied role where your duties will include dealing with queries, reviewing policies, processing invoices, producing performance reports and developing KPIs.

We're looking for someone who is confident with data, an excellent communicator and confident using IT systems to produce clear, accurate reports. You'll be someone who thrives on organisation and problem-solving, able to balance competing priorities while maintaining a professional and customer-focused approach.

If you are motivated, adaptable and eager to contribute to services that directly support patient care, we'd love to hear from you. This is your opportunity to be part of a team that keeps our NHS environments safe, efficient and fit for the future.

Main duties of the job

• Support with regular updates on the department's budgetary performance.
• Support with the development of procedures to collect and analyse environmental audit data and convert to standardised reports to enable comparison of teams/area performance.
• Provide support with quarterly performance reports, detailing all aspects of estates and facilities performance.
• Support the development of KPI's against which the performance of the Trust's estates and facilities teams can be measured, including measures to monitor performance.
• Work alongside the Performance Manager to ensure timely collation of information and submission of completed statutory returns i.e. ERIC returns, PAM.
• Ensuring that all policies and procedures are regularly reviewed and updated to reflect any changes in statute, regulations or guidance notes
• Complete raising orders and receipting of invoices in E-Procurement, E-financials and coding of invoices in Share.
• Respond to all queries, correspondence and telephone calls coming into the office in a timely and professional manner. Initiate action where possible and report progress as appropriate. Employ judgement to ensure that messages and actions are prioritised and brought to the attention of the senior management team with any relevant supporting information.

Please refer to the job description attached for a comprehensive list of duties.

About us

Oxford Health is a great place to work and to be able to showcase the best of yourself when making an application please read the "candidate guide to making an application" and ensure your supporting statement is tailored to the role you are applying for and addresses any essential criteria.

As a Trust we provide physical, mental health and social care for people of all ages across Oxfordshire, Buckinghamshire, Swindon, Wiltshire, Bath and Northeast Somerset. Our services are delivered at community bases, hospitals, clinics and people's homes, delivering care as close to home as possible. Our vision is that no matter who you are or where you are, you will tell us that you receive: "Outstanding care delivered by an outstanding team"

Our values are: "Caring, safe and excellent"

We offer a wide range of benefits designed to support your career and wellbeing. These include:

o Excellent opportunities for career progressiono Access to tailored individual and Trust wide learning and developmento 27 days annual leave, plus bank holidays, rising to 33 days with continuous serviceo NHS Discount across a wide range of shops, restaurants and retailerso Competitive pension schemeo Lease car schemeo Cycle to work schemeo Employee Assistance Programmeo Mental Health First Aiderso Staff accommodation (please note waiting lists apply)o Staff networking and support groups hosted by our Equality, Diversity & Inclusion team

Job responsibilities

We hope that the advert has given you a clear understanding of the skills we are seeking and the opportunity at hand. You will need to use the supporting statement element of your application form to demonstrate your suitability for this role and you should refer to the job description, person specification and the guidance notes attached to this role to help you tailor your application.

The essential and desirable criteria will be used to shortlist for interview and you should ensure that you refer to these within your application to increase your chances of being selected for interview.

We are aware that some candidates may choose to use AI tools to support their application. We kindly remind applicants that submissions should remain an honest and accurate representation of their experience and must take care to ensure the use of AI tools does not generate an application that does not accurately reflect their knowledge, skills and values.

Person Specification

Qualifications

• Educated to degree level in relevant subjects, or equivalent level of working experience, or relevant NVQ Level 4 qualification.
• Formal qualifications in MS Excel, Access, Word.

Experience

• Experience of diary management.
• Extensive knowledge and experience in using of Microsoft Office applications.
• Previously worked in a similar position within public sector.
• Experience of working in administration.

Knowledge

• Understanding of a range of and the use of statistics.
• Basic knowledge of Contract Management principles; objectives, monitoring continuous improvement, relationships.
• Knowledge of the financial systems i.e. e-Procurement, E-Financials and Share
• Familiar with databases.
• Working knowledge of email systems, incident, and other reporting systems.

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.