About this role
Job summary
An exciting opportunity has arisen within Hampshire and Isle of Wight Healthcare NHS Foundation Trust in the Estate Maintenance Business Administration Team.
We have an opening for 1 x Part-Time (22.5 hours per week) Business Support Administrator.
Rota Pattern: Monday to Wednesday OR Wednesday to Friday 08:00-16:00 with a minimum of 1 day per week office based in Southampton.
As a Business Support Administrator, you will be supporting the service to ensure Hard FM compliance documentation is processed in a timely manner. You will ask for external contractors complete health and safety questionnaires and provide proof of insurances before booking them servicing appointments across healthcare settings all over Hampshire. You will also support the reactive helpdesk, taking calls, logging maintenance tasks and allocating the jobs to skilled engineers.
The post holder will ideally be a skilled administrator with excellent communication, IT skills and preferably some knowledge and understanding of Estates and Facilities.
At present, the Trust is unable to offer Skilled Worker visa sponsorship for this post. Applicants must have the right to work in the UK at the time of application.
Main duties of the job
To provide comprehensive administrative support to the estate maintenance service.
To work as part of a skill mix team to provide a comprehensive administrative support service.
To effectively prioritise and manage own workload and oversee workload of team as necessary, whilst maintaining confidentiality and diplomacy at all times, both independently and as part of a team.
To work without direct supervision and show extensive use of initiative in prioritising and making decisions in relation to effectively supporting the smooth operation of the service.
Raising of purchase orders for the maintenance department using the SBS Oracle system and keeping an accurate record of costs, purchase orders and general queries. Ensure GRN/Receipting is correct against invoices in line with NHS financial regulation constraints.
Use and accurately populate the Computer Aided Facility Management asset record system.
To support in the operation of the Estates Helpdesk System, accurately recording routine and emergency service requests, contractor instructions, ensuring records are kept current, notifying clients of action taken and providing progress updates and highlighting any areas of concern as appropriate.
About us
Hampshire and Isle of Wight Healthcare NHS Foundation Trust is a newly established organisation, combining the expertise and services of multiple NHS providers to deliver high-quality healthcare across Hampshire and the Isle of Wight.
With a dedicated workforce exceeding 12,000 staff and a footprint that spans more than 200 sites across Hampshire, we offer an extensive range of services, including mental health, learning disabilities, community, and physical health care, reaching diverse communities across urban, rural, and coastal areas.
We are committed to delivering care with compassion, accountability, respect, and excellence, ensuring that our patients and service users are at the heart of everything we do. By working closely with our partners, we're creating a forward-thinking, inclusive organisation that champions staff development, well-being, and collaboration.
Join us and be part of an organisation dedicated to delivering exceptional healthcare; where your skills and ambitions can make a real difference to the communities we serve, now and in the future.
Job description
Job responsibilities
Further information about the Trust and this role can be found on the Job Description and Person Specification document attached.
We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.
It is important to us that we ensure our recruitment processes are accessible and inclusive to everyone - if as a potential candidate you are concerned a person specification may prevent or restrict your application for employment as a result of unintentional barriers on the grounds of your sex, race, age, sexual orientation, religion/belief or disability please initially contact the Trust's Recruitment team - detailed in the advert. The Trust will seek to resolve this issue wherever possible.
Person Specification
Qualifications
Essential
- GCSE English and Maths level 4/C or above, or a good standard of general education
- I.T skills and Knowledge
- Business and Admin NVQ Level 3 equivalent
Experience
Essential
- Experience of administrative work
- Knowledge of maintaining filing systems and collating information
- Experience of working in a customerfocused environment
- Experience of working in a constantly changing environment without direct supervision
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.
Employer details
Employer name
Hampshire and Isle of Wight Healthcare NHS Foundation Trust
Address
Western Community Hospital
Walnut Grove
Southampton
Hampshire
SO16 4XE
United Kingdom
Employer's website
https://hiowhealthcare.nhs.uk/ (Opens in a new tab)