Job summary
- Main area
- Estates Administration
- Grade
- A
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 203-SWFTCS259
- Employer
- SWFT Clinical Services Ltd
- Employer type
- NHS
- Site
- Warwick Hospital
- Town
- Warwick
- Salary
- £28,484.53 per annum
- Salary period
- Yearly
- Closing
- 12/07/2026 23:59
Employer heading
Estates Administrator
A
Job overview
Estates Department
Job Title – Estates Administrator
Due to a re-organisation of the Estates Department there is a vacancy for an Estates Administrator
37.5 hours per week
£28,484.53 per annum (spot salary). .
Plus 27 days holiday, plus bank holidays and voluntary pension scheme.
The role is Monday- Friday with opportunities for overtime and weekend working.
Start and finishing times 8.00 am to 4.00 pm.
The SWFTCS Estates Department provides a comprehensive maintenance repair and installation service of building, grounds, engineering services and associated equipment throughout the SWFT Trust.
Main duties of the job
The post holder will undertake a range of administrative tasks in support of the Estates team within SWFTCS. They will act on their initiative ensuring an effective and efficient service is provided at all times, guaranteeing agreed standards and targets are maintained to ensure appositive and professional service.
Working for our organisation
SWFT Clinical Services is a wholly owned subsidiary of the South Warwickshire University NHS Foundation Trust (SWFT). The company provides a number of services such as outpatient pharmacy facilities at Warwick, Stratford upon Avon, George Eliot, University Hospital of Coventry and Warwickshire and St Cross (Rugby) hospitals; estates and facilities management at Warwick, Stratford upon Avon and Ellen Badger hospitals, Acorn House and Lillington Health Hub; private patient service and consultancy services to NHS Trusts.
Subject to the Company and individual’s performance, an annual discretionary bonus will be awarded.
There is automatic enrolment to the Company pension scheme, with the Company contributing 5%.
A benefits package is available to the appointed candidate upon successful completion of the six month probationary period. This gives access to benefits such as a car lease scheme; Home & Electronics scheme; discounted leisure and travel; retail discounts and a cycle to work scheme.
There is also access to a 24/7, 365 days a year Employee Assistance Programme to support colleagues who may be facing some tough times or they need extra support with their mental well-being.
Detailed job description and main responsibilities
The post holder will assist the Estates Admin Officer with the development and delivery of the Estates services delivered by SWFTCS.
The post holder will assume responsibility for the Helpdesk and actively support the administrative functions of the Estates Department.
To provide helpdesk support, answering incoming calls and welcoming visitors to the Department following and monitoring a safe system of work procedure. Generally, deal with enquiries on all levels, with support from the Estates management team.
To provide administration and secretarial support to the Estates service, using bespoke ICT systems and Microsoft Office software
To ensure that relevant Maintenance staff are informed of urgent requests promptly via mobile phone/two-way radio
Support arranging meeting s, take notes, transcribe, and circulate if required
Data input, data extraction, photocopying, scanning, filing as directed.
Be responsible for the administration of all contracts for Estates
Keep the systems up to date, this including but is not limited to, contractors attending site opening/ closing times, site departmental operational hours, theatre usage, on-call and annual leave
Assist with the administration of the space utilisation system.
To ensure that departmental procedures, company, and SWFT policies are adhered to
Support the day-to-day operation of the Estates Helpdesk. This will include, but is not limited to, Inputting reactive work, allocating work to craftsmen, chasing queries and monitoring work to ensure that set priorities and key performance indicators are achieved.
Following appropriate training; use technical knowledge to interpret customer requirements, troubleshoot calls, provide advice, and fault resolution on first contact where possible.
Escalate any Helpdesk queries or complaints relating to the Helpdesk, Estates or services to the manager.
Arrange contractors' attendance to site as and when required.
This may be as part of planned scheduled work or reactive works.
To actively participate with record keeping of all department expenditure Including purchase orders, call-off orders and purchase cards.
To assist in the preparation of quotations and contract variation forms relating to services proved by Estates.
Person specification
Qualifications
Essential criteria
- Educated to CSE/GCSE level, including GCSE English & Maths
- Minimum of two years' experience gained in office post
Desirable criteria
- NVQ Level 2 Administration or equivalent experience/advanced keyboard skills
- Evidence of continued professional development.
Experience
Essential criteria
- Experience of office systems and databases
- Experience of working in a telephone/office environment
- Knowledge of good customer awareness/satisfaction
- Capable of organising and prioritising workload and managing conflicting demands
- Have organisational skills and experience of working to tight deadlines whilst maintaining accuracy
- Significant experience and confidence In using a range of office systems and databases/ manipulating data on various electronic systems
Desirable criteria
- Use of office equipment, photocopier, scanner, etc.
- Demonstrable experience of record keeping
- Experience of minute taking and meeting support functions
- Proficient in dealing with complex and sensitive data/information governance matters
- Experience of producing draft reports and compiling business letters and complex correspondence
- Working closely with managers and decision makers
Skills
Essential criteria
- Understanding of and commitment to Equality & Diversity
- Excellent time management skills
Desirable criteria
- Ability to type accurate documents/ reports
Personal Qualities
Essential criteria
- Confident communicator who presents and interacts effectively at all levels
- Confident and enthusiastic approach to work
- Able to gain trust In a non-confrontational manner
- Adaptable and able to work as part of a team
- Professional approach to work
- Smart and tidy appearance
- Positive attitude, highly self-motivated and can motivate others
Desirable criteria
- Customer service skills
Other
Essential criteria
- Ability to prioritise workloads, meet deadlines
- Highly organised approach to work
- Ability to build effective working relationships at all levels
- Tact, discretion and understanding of the Importance confidentiality
- Ability to summarise information and key issues
- Ability to work on own initiative
- Excellent listening and presentation skills
Documents to download
Further details / informal visits contact
- Name
- Emma Farmbrough
- Job title
- Estates Admin Facilitator
- Email address
- [email protected]
- Telephone number
- 01926 626598
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