Detailed job description and main responsibilities

1.    Responsible for data entry within the Estates CAFM system, which involves accurately entering calls and work order requests, monitoring of assets, trade staff and contractor records

2.    Schedule workflow and issues work orders to trade staff mobile devices via the CAFM system, ensuring Statutory and Mandatory PPM is completed within KPI time limits

3.    Using knowledge and understanding of word processing, spreadsheets and databases to provide a wide range of dedicated administrative support to the Operational Maintenance Team

4.    Manage and prioritise own workload and attend regular review meetings with the Technical Customer Services Manager

5.    Deal with a wide range of telephone calls, some of which may be of a sensitive nature or relate to life and complex business-critical services. Respond to enquiries and provide advice as appropriate, or disseminate information which can often be of a complex nature and requires immediate action  

6.    Maintain clear communications and liaisons with all levels of Estate Maintenance staff, customers within and outside the hospital, as necessary, which can often involve the handling of sensitive issues and confidential information

7.    Ensure daily cover on emergency radio and emergency alarm telephone, taking immediate and appropriate action, which involves contacting the emergency operative by radio handset and bleeping other relevant Estate personnel and may require, at times, passing on of complex information.  Ensuring daily cover on emergency radio handsets is available at the start of work with supervisors 

8.    Processing of documentation as requested, such as timesheets, pay cards or technical information received from In-House or External Contractors

9.    Prioritise and action incoming posts and emails, as appropriate

10.    Maintain efficient and up-to-date filing systems, both digital and hard copy, in accordance with the departmental procedure

11.    Ensure all planning boards and diaries are kept up to date, monitor outstanding work and chase overdue work if required.  If re-planning of work is necessary, contact all concerned and update information and documentation as applicable

12.    To comply with Estate Maintenance Policies and Procedures and recommend changes within own work environment.  Postholder is required to work independently, manage and prioritise their own workload

13.    Flexible working as part of a team, which may include a range of administrative tasks, meetings, or being familiar with other roles to provide cover for absence

14.    Supporting Workshop Health & Safety Co-ordinator as required

15.    Maintaining data as legally required and collating electronically for use by the senior management team within the Estates Operational Maintenance Team and auditors as necessary

16.    Arranging and changing appointments and meetings, including external consultants and contractors, diary maintenance, organising venues and hospitality as required

17.    Assist in training new admin/clerical staff

18.    To support with taking calls to the helpdesk during busy times and to cover breaks/leave/sickness