Overview
Bedfordshire Hospitals NHS Foundation Trust are please to announce an exciting and varied opportunity within the Trust's Estates team. You will be providing specialist administration support for the the Trust's computer aided facilities management (CAFM) system and administrative and secretarial support to the whole Estates and Facilities department.
Responsibilities
Job responsibilities include:
* Supporting the Head of Operational Estates and Senior Estates Managers with secretarial / administration support, to include arranging meetings, producing all paperwork required, booking venues and taking minutes / notes, and project support.
* Supporting the Estates Managers with administration support, to include:
* Issuing events to operatives and contractors
* Raising of sub-tasks for the maintenance team
* The scheduling of jobs from Resource Scheduler, Event Director and Express Events, including maintaining annual leave records on the CAFM system
* Handling maintenance queries via telephone and email
* Assisting with updating and administrating records of the CAFM system and water hygiene monitoring systems
* Running reports from the CAFM system in the absence of the CAFM & IT Systems Administrator
* Updating the CAFM system with works updates
* Raising orders for maintenance resources
* Setting up new user account both on the CAFM system and handheld devices (PDAs)
* Assisting with the delivery of training on CAFM processes
* Assist with reviewing CAFM processes and any implementation of new CAFM databases/IT systems
* Assisting and covering the CAFM Administrator with any tasks relating to CAFM or the relevant systems and devices
To provide cover for Estates Main Reception duties including:
* Greeting visitors / contractors, signing in and issuing security passes
* Answering the telephone, taking messages and dealing with any enquiries (both internal & external callers)
* Dealing with deliveries to the department or redirecting as appropriate
* Ensuring basic supplies of paper, printing cartridges, essential stationary, signing in paperwork etc and replenishing / reordering as required
* Collating, processing, scanning and filing timesheets
* Distributing Estates Daily Updates and Weekly Weekend Working Updates
* Placing Capital orders via the Trust ordering system, liaising with requisitioners and approvers to ensure orders are placed in a timely and efficient manner
* Placing uniform orders on behalf of Linen & Laundry Manager
* Updating and monitoring the ordering spreadsheet
* Scanning and saving orders in the correct folders.
* Monitoring and supporting with the uniform request inbox
* Monitoring and supporting with the Estates inbox
* Maintaining filing systems for order paperwork
* To act as Fire Marshall for the Estates Department
Requirements
Essential
* Good standard of education including English & Maths to level 2 or equivalent
* Experience of secretarial or administrative procedures and systems
* Previous experience of providing comprehensive secretarial and administrative support in a pressured environment
* Knowledge of Estates & Facilities
* Comprehensive knowledge of Microsoft Office i.e. Word, Excel & Outlook
Desirable
* IT qualification at intermediate level in Power Point
* Minute Taking experience
* Experience of using MiCAD
* Experience of processing orders via Unit 4 System
* Basic knowledge of Hard FM and related specialist terminology
* Knowledge of working in a hospital 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.
Our values
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.
Additional information
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
Details
Date posted: 05 September 2025
Pay scheme: Agenda for change
Band: Band 3
Salary: £24,937 to £26,598 a year per annum
Contract: Permanent
Working pattern: Full-time, Flexible working
Reference number: 418-EST6741-PN-A
Job locations: Luton & Dunstable
Lewsey Road, Luton, LU4 0DZ
Disclosures
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.
Guidance: Criminal records checks for overseas applicants.
Employer details
Bedfordshire Hospitals NHS Foundation Trust
Luton & Dunstable, Lewsey Road, Luton, LU4 0DZ
Website: https://www.bedfordshirehospitals.nhs.uk/working-here/
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