Estates & Facilities Administrator

Cambridge University Hospitals NHS Foundation Trust; Westry; On-site; GBP 21,000 - 26,000; Full time

Job summary

Cambridge University Hospitals NHS Foundation Trust, operating Royal Papworth Hospital on the Cambridge Biomedical Campus, seeks an Estates & Facilities Administrator to provide vital administrative and helpdesk support. You will be the first contact for visitors and staff, coordinating day-to-day activities and ensuring safe, efficient hospital operation.

Based on a 08:00–16:00, Monday to Friday, onsite role, you will support car parking management, water safety data, procurement, and

Qualifications

• Level 3 in Business or administrative qualification or relevant experience.
• GCSE in Maths and English, Excellent communication skills.
• Excellent organisational skills.
• Be able to work to deadlines and prioritise workload.
• Prior experience of an office environment.
• Basic keyboard skills.
• Enthusiastic and demonstrates aptitude for team working.
• Able to work adapting to the daily demands of the post.
• Demonstrates attention to detail and initiative in work.
• Numerate and literate with good communication and organisational skills.
• Ability to organise own time and prioritise.
• Commitment to learning and developing own role.
• Ability to use a VDU for long periods of time.
• Ability to concentrate whilst dealing with financial data.
• Experience working with Microsoft Office.
• Commitment to equality, diversity and inclusion.

Responsibilities

• Serve as the first point of contact for internal and external visitors, phone calls and emails.
• Provide administrative support to Estates & Facilities and Clinical Engineering teams, including managing inboxes and records.
• Support helpdesk functions by responding to queries and directing issues.
• Process parking applications and maintain the parking database.
• Assist with water safety data recording.
• Add new equipment to the Clinical Engineering asset information system.
• Assist with meeting organisation, diary coordination, room bookings, and minute taking.
• Support procurement activities and maintain office supplies.
• Ensure confidential documentation storage and handling.
• Collaborate with colleagues to maintain customer-focused services.

Skills

Communication

Organisational skills

Office environment

Time management

Teamwork

Attention to detail

MS Office

Education

Level 3 in Business/administration or equivalent

GCSE Maths & English

Tools

VDU usage

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.

On this page you will find a Role Profile which provides information about the hospital and full details about the role. We recommend that you review this and refer to it as you complete your application. Please include how you will meet the Trust Values Compassion, Excellence and Collaboration. If you would like more information about the role or working at Royal Papworth Hospital, please get in touch with the contact for this role.

• Level 3 in Business or administrative qualification or relevant experience
• GCSE in Maths and English, Excellent communication skills
• Excellent organisational skills
• Be able to work to deadlines and prioritise work load
• Prior experience of an office environment
• Basic keyboard skills
• Enthusiastic and demonstrates aptitude for team working
• Able to work adapting to the daily demands of the post.
• Demonstrates attention to detail and initiative in work
• Numerate and literate with good communication and organisational skills
• Ability to organise own time and prioritise
• Demonstrate an ongoing commitment to learning and developing own role
• Ability to use a VDU for long periods of time
• Ability to concentrate whilst dealing with financial data
• Experience working with Microsoft office
• Be able to work as an individual and as part of a team, As well as being able to demonstrate examples of how they work in a way that is consistent with our values of compassion, excellence and collaboration the successful candidate will be able to clearly demonstrate a commitment to driving culture change through equality, diversity and inclusion.
  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.com/virtual-tour