Estates & Facilities Administrator | Permanent | full time | Home Based (with occasional travel across the estate as required)
Reports to Director of Estates & Facilities
Job Purpose: To provide administrative support to the Estates & Facilities Directorate
Specific duties & responsibilities
To support the Estates & Facilities Directorate (EaFD) and Head of Estates & Engineering with the following but limited to:
1. Be available as an Out of Office contact for EaFD
2. Collate engineering compliance audits and upload to Amat and Share Point
3. Collate DCIQ data - trends and incidents
4. Take minutes and diary control for AE review, NWSG, NVSG, key project meeting minutes.
5. Gather data for the Spire annual report.
6. Complete and update the annual summary on a monthly and quarterly basis.
7. Help manage and filter emails when EaFD is not available.
8. Collate training records, certification and Matrix up load.
9. Support policy review & final documentation preparation.
10. Control and clearing of central drives for EaFD.
11. Preparation of Capital Expenditure Autorisations (CEA’s) and basic project finance.
12. General data collation as required by the EaFD.
Develop a working environment and culture that actively improves health, safety and security.
13. Regularly assesses risk to health, safety and security using the results to promote and improve practice.
14. Ensure that the working environment is as safe as possible and complies with organisational, professional and legal requirements and guidelines.
15. Take appropriate action when problems arise.
16. Secure appropriate resources for education and training in health and safety.
17. Support others in managing risk to, and improving, health, safety and security.
Develop own knowledge and practice and assist others to continually professionally develop.
18. Evaluate own knowledge and practice plans and make effective use of appropriate learning opportunities.
19. Prepare for and actively take part in Spire Healthcare's enabling excellence programme and set personal development objective.
20. Contribute to the development of a learning culture within Spire Healthcare.
Develop strategies and policies for service improvement.
21. Support the Estates & Facilities Directorate to ensure that legislation, policies and procedures are correctly applied within the teams.
22. Undertake own agreed areas of responsibility effectively alerting other decision makers to issues which affect developments.
23. Work with others to evaluate strategies and policies following their implementation making the necessary changes because of feedback and contextual development.
Improve quality.
24. Act as a role model in offering advice and support to others.
25. Maintain continual professional development, make recommendations on how quality in own area of work can be improved.
26. Alert others to new developments and the implications of this to their practice.
Enable people to exercise their rights and promote their equality and diversity.
27. Interpret the rights and responsibilities of people in ways that are consistent with legislation and policies.
28. Actively promote equality, diversity, rights and responsibilities.
29. Provide clear, up to date information and support to people on exercising their rights and making a complaint.
30. Develop solutions that are capable of wider application when rights have been compromised.
31. Monitor the effectiveness of equality, diversity and rights policies and procedures, regularly review how they are being implemented and provide support to improve effectiveness.
32. Challenge discrimination by individuals and oppression by Spire Healthcare and other organisations.
Person Profile:
Qualifications and Training
Essential
Experience of working in the healthcare sector or demonstrable transferable skills
Computer literate including use of Microsoft Office software packages, Internet & Email
Experience of communicating with external companies and stakeholders.
Ability to travel with occasional overnight stays.
Desirable
Attend Estates, Facilities meetings & training (where appropriate) to develop understanding of the role.
Skills and Behaviours
Essential
33. Passion for Customers
34. Planning and Organisation
35. Problem Solving and Continuous Improvement
36. Communication and Influencing
37. Working Collaboratively
38. Concern for Standards
39. Business Focus
40. Demonstrate the Spire Values:
41. Caring is our passion
42. Succeeding and celebrating together
43. Driving clinical excellence
44. Doing the right thing
45. Delivering on our promises
46. Keeping it simple
Judgement Skills
Involves a range of complex facts, analysis, interpretation and comparison of a range of options
Freedom of Action
Use initiative while working within established procedures, and practice to acceptable standards
Work within a wide range of clinical procedures and professional guidelines
Responsible for day-to-day management of own remit
Act as an accountable practitioner guided by the precedent and clearly defined occupational policies and procedures
Environment
The post holder will function within an unpredictable work pattern that requires skills that are normally obtained through practice over a period of time.
Work at short notice may be required or a requirement for immediate action or advice and information.
There will be pressures to work to strict deadlines on some initiatives and reports.
The post holder will work nationally and will be expected to be flexible in their work practices undertaking some travel in the UK including overnight stays.
Benefits
We offer employed colleagues a competitive salary as well as a comprehensive benefits package which includes but is not limited to:
47. 35 days annual leave inclusive of bank holidays
48. Employer and employee contributory pension with flexible retirement options
49. ‘Spire for you’ reward platform - discount and cashback for over 1000 retailers
50. Free Bupa wellness screening
51. Private medical insurance
52. Life assurance
53. Free staff off-site parking
Our Values:
We are extremely proud of our heritage in private healthcare and of our values as an organisation:
54. Driving clinical excellence
55. Doing the right thing
56. Caring is our passion
57. Keeping it simple
58. Delivering on our promises
59. Succeeding and celebrating together
Our people are our difference; it's their dedication, warmth and pursuit of excellence that sets Spire Healthcare apart.
Closing Date: If we have received sufficient applications, this date may be brought forward so please submit your application as soon as possible.
About Us
Spire Healthcare is a leading independent healthcare group in the United Kingdom, running 38 hospitals and over 50 clinics across England, Wales and Scotland. It provides diagnostics, inpatient, day case and outpatient care, operates a network of private GPs and provides workplace health services to over 800 corporate clients. It also delivers a range of private and NHS mental health, musculoskeletal and dermatological services.
We have achieved our market leading position because of our Purpose, which is to 'make a positive difference to people's lives through outstanding personalised care'. Everyone at Spire is aligned to this purpose, which underpins a culture of respect, inclusion, passion and collaboration across our business, enabling us to achieve more than 98% of our hospitals being rated ‘Good’ or ‘Outstanding’ by the Regulators; these are sector leading standards.