About this role
Job summary
Bedfordshire Hospitals NHS Foundation Trust is pleased to offer an exciting and varied opportunity to join our Estates and Facilities team. This role is ideal for an organised, proactive, and motivated individual who enjoys working in a fast-paced environment and supporting essential services that enable high-quality patient care.
As part of the Estates and Facilities department, you will provide specialist administrative support for the Trust's Computer Aided Facilities Management (CAFM) system, ensuring information is accurately maintained and services are effectively coordinated. You will also provide comprehensive administrative and secretarial support to the wider Estates and Facilities team, contributing to the efficient delivery of day-to-day operations.
This is a great opportunity to become part of a supportive and dedicated team, while developing your skills and gaining valuable experience within a dynamic healthcare environment.
Main duties of the job
Main duties of the role include:
Provide administrative support to Estates Managers, assisting with the smooth and efficient running of Estates operations. Deliver a high-quality and comprehensive administrative and secretarial service to the Estates Operations team. Work collaboratively with other Estates Administrators, providing mutual support by sharing workloads during periods of absence and busy periods. Support Estates and Facilities Managers with a range of administrative and secretarial tasks, including providing cover for the Estates Main Reception when required. Use excellent communication skills, professionalism, and tact when dealing with a wide range of visitors, colleagues, and stakeholders. Maintain a high standard of IT literacy and demonstrate the ability to accurately record and produce meeting minutes. Manage and prioritise competing workloads effectively, working calmly and efficiently in a busy environment.
About us
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job.
Job description Job responsibilities
Please refer to the attached Job Description and Person Specification for full details of the role, duties, and responsibilities.
Main duties of the role include:
Provide comprehensive secretarial and administrative support to the Head of Operational Estates and Senior Estates Managers, including arranging meetings, preparing relevant documentation, booking venues, taking accurate minutes and notes, and supporting projects as required. Provide administrative support to Estates Managers, including:
Issuing work requests and events to operatives and contractors. Raising maintenance sub-tasks for the Estates team. Scheduling jobs using Resource Scheduler, Event Director, and Express Events, including maintaining annual leave records within the CAFM system. Responding to maintenance queries received by telephone and email, ensuring timely and effective communication. Assisting with the maintenance, updating, and administration of CAFM system records and water hygiene monitoring records.
Person Specification
Qualifications Essential
Good standard of education including English & Maths to level 2 or equivalent
Desirable
IT qualification at intermediate level in Power Point Minute Taking experience
Experience Essential
Experience of secretarial or administrative procedures and systems Previous experience of providing comprehensive secretarial and administrative support in a pressured environment
Desirable
Experience of using MiCAD Experience of processing orders via Unit 4 System
Knowledge Essential
Knowledge of Estates & Facilities Comprehensive knowledge of Microsoft Office i.e. Word, Excel & Outlook
Desirable
Basic knowledge of Hard FM and related specialist terminology Knowledge of working in a hospital environment
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details Employer name Bedfordshire Hospitals NHS Foundation Trust
Address Bedford Hospital
Kempston Road
Bedford
MK42 9DJ
United Kingdom
Employer's website https://www.bedfordshirehospitals.nhs.uk/working-here/ (Opens in a new tab)