Estates Administration & Coordination Assistant

Hampshire Hospitals NHS Foundation Trust; Winchester (VA); On-site; USD 34,000 - 37,000; Part time

Job summary

Hampshire Hospitals NHS Foundation Trust is seeking an Estates Administration Assistant in Winchester. The role provides essential administrative support to the Estates Department, ensuring records and communications are maintained accurately and on time.

Working with the Estates team, you will handle databases, post, procurement, meetings, and diary management, contributing to safe, well-maintained environments for patients, visitors, and staff. A professional, responsive service is essential.

Responsibilities

• Provide comprehensive administrative support to the Estates Department.
• Maintain departmental databases and records in Excel and other systems.
• Prepare, format and distribute correspondence, reports and minutes with confidentiality.
• Manage incoming/outgoing post and liaison with the Trust Post Room.
• Support procurement by raising and monitoring purchase orders with stakeholders.
• Maintain records of annual leave, sickness and workforce information per Data Protection policy.
• Organise meetings, events and site visits, including diary management and venues.
• Attend meetings, take minutes, and distribute actions within agreed timescales.
• Coordinate external training and travel for Estates staff and bookings.
• Assist with financial administration and monitor price variances for the department.
• Maintain effective filing systems and ensure information is accessible and up to date.
• Adhere to Trust policies and participate in mandatory training; undertake other duties as required.

Job description

Hampshire Hospitals NHS Foundation Trust is seeking an Estates Administration Assistant in Winchester. The role provides essential administrative support to the Estates Department, ensuring records and communications are maintained accurately and on time.

Working with the Estates team, you will handle databases, post, procurement, meetings, and diary management, contributing to safe, well-maintained environments for patients, visitors, and staff. A professional, responsive service is essential.