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Job summary

Main area
Administrator
Grade
Band 4
Contract
Permanent
Hours
Full time - 37.5 hours per week
Job ref
364-A-9199-A
Employer
Essex Partnership University NHS Foundation Trust
Employer type
NHS
Site
Pride House
Town
Basildon
Salary
£27,485 - £30,162 per annum + 5% High Cost Allowance
Salary period
Yearly
Closing
22/08/2025 23:59

Employer heading

Essex Partnership University NHS Foundation Trust logo

Help Desk Administrator

Band 4

Our Trust cares for more than 100,000 patients at any one time across our community health, mental health and learning disability services across Essex and parts of Bedfordshire and Suffolk. 

We want you to be part of our journey of transformation, where our patients and their families are at the heart of everything we do and to achieve our vision to be the leading health and wellbeing service in the provision of mental health and community care.

You’ll be part of a Trust where you will be supported to be your authentic self and be the best you can be, where we will help you to grow, develop and thrive. 

The Trust is recognised by the University of Essex and is a top provider of apprenticeships for people looking to be an assistant practitioner, senior health care support worker (CAP). Our trailblazing CAP apprenticeship won a national HSJ Award.

We are also recognised as a Veteran Aware Trust and holder of gold accreditation from the Ministry of Defence Employment Recognition Scheme. Our services are highlighted as an exemplar of good practice, producing the best care for more than 3.500 armed forces veterans in the past seven years. 

We have been shortlisted and won national awards. We are an inclusive organisation and Level 3 Disability Confident Leader Trust.

We are constantly innovating and looking for new ways to deliver care, such as using technology to enhance patient care and working with partners to launch new services such as the Basildon Mental Health Urgent Care Department, virtual hospitals and falls response cars.  

Join us and you’ll do the best work of your life – and make a difference to other people’s lives. What we do together, matters.

Job overview

A position has arisen to join our Help desk Team providing a triage service to our customers.  The team answer calls and requests through a CAFM system prioritising and ensuring patient safety is never compromised.  At times the requests  can be complex and difficult requiring the administrator to remain calm and focused . 

Good communication and administrative skills are essential as the post holder will need to communicate with senior managers,  contractors ,  members of the public and other staff members .

Previous applicants need not apply

Main duties of the job

The post holder will be expected to:
- Support the centralised Help Desk function, as the point of contact for the wider Trust to ensure reactive tasks are appropriately logged and issued, utilising the Trust’s adopted Computer Aided Facilities Management (CAFM) system received via the portal, calls and email.
- Work flexibly within a team of pooled administrators, provide efficient and effective administration relating to the financial aspects of the Estates and Facilities functions, such as raising purchase orders and receipting invoices.
- To provide high quality and accurate records, including databases, trackers, and spreadsheets
- Facilitate meetings, accurate minute taking and recording action logs.

This post will be delivering against a customer focused service delivery model, with excellent organisation and communication skills; have the ability to be solution focus and have a broad knowledge across Estates and Facilities functions to ensure full understanding of the administrative needs and requirements to ensure a high quality effective service to be delivered.

Working for our organisation

EPUT are looking for motivated staff who shares our Trust values of Care, Learn and Empower. In return, EPUT can offer you a range of benefits and development including;

  • Season Ticket Loans
  • NHS discounts for staff
  • Excellent Training facilities and opportunities
  • Buying and Selling annual leave scheme
  • The opportunity to work bank shifts and expand knowledge and experience in other areas
  • Salary Sacrifice schemes including lease cars and Cycle to Work
  • Day One Flexible Employer

The Trust supports and actively encourages flexible working for all employees. We offer many options and you are encouraged to ask the recruiting manager what is possible for this role. If appointed, you will have the opportunity to apply for a flexible working request from the first day of your employment

Join our Staff bank

What is Staff Bank?

Our EPUT NHS staff bank is an entity managed by the trust that hires clinical and non-clinical healthcare professionals to take on shifts at our trust hospitals and community settings. Here at EPUT we maintain our own bank of specialist staff to ensure that we are able offer safe and effective care at all times.

All our permanent staff are automatically enrolled onto the staff bank however this does not mean you have to work any additional shifts, but the option is there for you if you wish.

If you are joining our Trust in a fixed term role, please indicate on your New Starter Paperwork that you wish to join our staff bank.

Detailed job description and main responsibilities

To provide an efficient and effective administrative service to a multidisciplinary team within the directorate 

To follow approved administrative processes and actively engage in process review and development

This role will work predominantly within the Help Desk function, the post holder will be the initial point of contact (via portal / telephone / email) for the wider trust to log reactive maintenance tasks 

To be responsible for processing on-call time sheets for Maintenance Engineers and Estates Engineering Officers, reconciling and verifying timesheets against booked data for approval and sign off by the Maintenance Manager / Trust Estates Engineering Technical Lead 

To be responsible for being a single of source of reporting of Estates information via CAFM

Calls taken on the Help Desk will constantly interrupt the usual work pattern as these have been assessed and require detailed knowledge and judgement to determine appropriate prioritisation to meet service and response time performance standards. The post holder must ensure that all Urgent tasks are identified and brought to the attention of the relevant Estates Engineering Officer / Maintenance Manager  

Support the management of the Trust’s adopted ACT system and associated processes via the helpdesk

To facilitate meetings and compile agenda upon request
Take and produce meeting minutes and action lists, and follow up on action points.

Collate and distribute of all relevant documents.

General Administration and Office Duties


Work flexibly to cover all administrative areas as requested by your line manager including colleagues or periods of absence where appropriate and within the scope of capabilities

Proactively identify potential issues or risks that may compromise the smooth running department and escalate to your line manager

Ensure appropriate handover of any outstanding administrative procedures related to the department.

Complete word processing, typing letters, memos and filing duties

Person specification

Education/qualifications

Essential criteria
  • Business Administration NVQ Level 3 or equivalent experience.
  • ECDL or equivalent experience of Word, Excel , Power point and Access.
  • Literate in IT/Computer Skills
  • Able to produce good quality reports with recommendations based on data analysis and within tight timescales
Desirable criteria
  • Understanding of recharging mechanisms.
  • Knowledge of Integrated Estates and FM Helpdesk software systems.
  • Knowledge of Estates and FM services

skills/experience

Essential criteria
  • Confident and effective communicator with good verbal and written skills.
  • Good standard of numeracy GCSE or equivalent.

Employer certification / accreditation badges

Apprenticeships logoNo smoking policyMenopause Friendly EmployerPositive about disabled peopleAge positiveDisability confident leaderImproving working livesArmed Forces Covenant Gold AwardMindful employer.  Being positive about mental health.Essex Family Friendly Employers

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Documents to download

Apply online now

Further details / informal visits contact

Name
Fiona Benson
Job title
Deputy Director of Facilities Management
Email address
[email protected]
Telephone number
07887636791
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