About this role
Job summary
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.
About us
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.
Job description Job 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
Educated to CSE/GCSE level, including GCSE English & Maths Minimum of two years' experience gained in office post
Desirable
NVQ Level 2 Administration or equivalent experience/advanced keyboard skills Evidence of continued professional development.
Experience Essential
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
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
Understanding of and commitment to Equality & Diversity Excellent time management skills
Desirable
Ability to type accurate documents/ reports
Personal Qualities Essential
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
Customer service skills
Other Essential
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
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 SWFT Clinical Services Ltd
Address Warwick Hospital
Lakin Road
Warwick
CV34 5BW
United Kingdom
Employer's website https://swftclinicalservices.co.uk/default.aspx (Opens in a new tab)