West London NHS Trust is working in partnership with Central London Community Healthcare NHS Trust (CLCH) to develop a new property management shared service.
The Team Co‑ordinator will be responsible for the delivery of all local administrative functions to support the smooth running of the service and the achievement of key performance indicators, including communication with a broad range of stakeholders such as clinical managers, corporate services and external agencies including facilities management suppliers, landlords and NHS/system partners, management of stock and use of digital procurement systems, maintenance of accurate records, and effective use of data from electronic records.
The post holder is responsible for leading and managing delivery of high‑quality administrative support to the team. They will be an ambassador for the service and will be motivated to provide first‑class administration in a professional manner to support the work of the service and meet strategic and business objectives.
This is an exciting opportunity to be part of a newly formed team, requiring a dynamic, person‑centred approach with an ability to deal with a varied and complex portfolio of properties, as well as an ability to understand a broad range of specialist information with experts and non‑experts.
There are approximately 350 properties that the team will be responsible for, covering eleven London boroughs and Hertfordshire.
Responsibilities
* Lead the customer service function of the service, maintaining a detailed and accurate message‑recording system, taking appropriate action where necessary, and contacting members of the team as appropriate if messages require urgent or early attention.
* Constantly review the administration process to ensure it remains efficient and cost effective.
* Work with the service to manage local paperwork and documentation in line with the requirements of the Trust and the team.
* Work with colleagues to ensure service information provided to referrers and patients is correct and up to date.
* Responsible for data entry on the electronic CAFM (Computer‑Aided Facilities Management) record system.
* Work with colleagues to design and manage processes to collate satisfaction feedback from users.
* Undertake audits and surveys as requested.
* Participate and be a driver for any project work.
* Manage the office systems and equipment (photocopiers, telephones, franking machines, etc.), ensuring these are working correctly and arranging maintenance engineers when necessary.
* Support the locality leadership team with diary management, e‑mail management, and roster management.
* Complete the production of reports and data as required, including supporting the administration of meetings and collation of local data sets.
* Deliver the administration of meetings as requested, including sending invites, circulating required documents, producing minutes and action logs, and following up tasks delegated to you for completion.
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