Detailed job description and main responsibilities

Principle Duties and Responsibilities

1.1          Learn about the various functions within the Estates and Facilities department

1.2          To learn and undertake administrative duties to include the production of letters, memos, databases and spreadsheets within excel and reports and filing and photocopying to a high standard.

1.3        Receiving incoming telephone calls/enquiries, directing to appropriate manager in a timely and effective manner and taking messages where appropriate via email to enable relevant manager to action.

1.4       To learn how to and then maintain electronic diaries for the Estates and Facilities Team as required along with maintaining the team shared mailboxes and sending e-mails on behalf of the Trust.

1.5        To undertake general office duties e.g. photocopying, receiving and sending e-mails within the Trust and externally as requested by the Contracts Officer, PFI Senior Administrator and the Estates & Facilities Team Managers.

1.6       To arrange meetings on behalf of the Contracts Officer, PFI Senior Administrator and Estates & Facilities Managers, distribute any associated paperwork relevant to meetings and to make room bookings and hospitality available where required.

1.7       To attend meetings as required, taking notes/minutes/action points and typing these if applicable.

1.8         To collect and collate routine data and input daily, weekly or monthly to designated reports including legionella reports. Chasing up data when requested, via email, telephone or in person.

1.9        To help produce monthly and quarterly dashboard reports as requested in the formats designated by the team managers.

1.10      To help to maintain and contribute to producing data for statutory returns for the Estates & Facilities Department (e.g.: ERIC, PLACE, PAM).

1.11        To help develop and maintain effective filing, retrieval and bring forward systems for the department.

1.12       Raise order’s, checking invoices and using systems to enable payment along with compile waiver forms regarding quotes.

1.13       Raise small works request, gaining quotes and chasing suppliers.

1.14      Updating of the Works and Service Variation register’s.

1.15       Log tasks with the Helpdesk and use the Concept system.

1.16       Undertake Salto training and help to update/order ID cards

1.17       Follow policies and procedures for archiving. Updating inventory, requesting archiving boxes back etc.

1.18      To communicate effectively with a wide range of health service personnel (clinical and non-clinical), including those at senior level both internally and externally and external suppliers to the Trust.

1.19       To maintain good working relationships with the team.

1.20     Raising stationery and IT orders for the team

1.21       Support with quarterly FR4 management audits, monthly kitchen audits and KPI audits

1.22     Support with PLACE and PLACE Lite administration.

1.23     Support FM First User’s with password requests and any issues.

1.24     To undertake any other administrative, clerical or secretarial duties required by the Contracts Officer, Office Manager or Estates & Facilities Managers applicable within the nature and grade of the post.