The post holder should be able to work on their own initiative and with limited supervision and have a flexible approach to their work to deal with conflicting demands and tight deadlines. Good interpersonal skills are important for dealing with colleagues and external visitors, as is the ability to work effectively as part of a team. To co-ordinate the operation of your base site which will involve duties such as opening / closing the site, facilitating planned and reactive maintenance visits; fulfilling fire warden and incident support roles; providing porterage support, car park administrative duties and continuity of service. Undertaking site or service audits. Co-ordinating requests for information from service providers; accurately creating and collating additional works requests, small works requests, variation orders and capital bids for approval by the management team. To use the Trusts Oracle system to raise purchase orders, to receipt invoices for payment and act as a point of contact for suppliers as necessary. To maintain a record of goods and services ordered and received. To manage central Estates and facilities e-mail inboxes, responding to requests and co-ordinating actions. Organise and co-ordinate meetings / events, making administrative arrangements, (e.g., Catering, room booking, seating arrangements, etc), preparing agendas and any other meeting documentation in advance. Including equipment and hospitality, coordinates multi-disciplinary meetings and provide additional support as required. Type and receive confidential information, reports, memos, etc. Participate in scheduled and ad hoc environmental audits on a regular basis, following the relevant Trust requirements, including the National Standards of Cleanliness 2021 / PLACE On request, the post holder will be asked to carry out additional duties equal to their role and level of responsibility. As the role will cover all the Trusts community sites, the post holder must be able to travel across sites by car or assisted driver. CLINICAL & PROFESSIONAL RESPONSIBILITIES Ensure continued compliance with current legislation, Codes of Practice and best practice standards. The post holder must form professional and effective relationships with colleagues, staff at all levels throughout the Trust and the Trusts service partner NewHospitals and associated contractors. ADMINISTRATIVE RESPONSIBILITIES Logging and progress chasing maintenance calls, liaising with contractors and other partners as appropriate. To respond to telephone enquiries, including occasional contact with distressed persons, dealing with calls in a professional and courteous manner, whilst maintaining confidentiality. Taking and forwarding accurate messages to the appropriate team/individual in a timely manner. Organise and co-ordinate meetings/ events, making administrative arrangements (e.g., catering, room booking, seating arrangements etc.) preparing agendas and any other meeting documentation in advance. Including equipment and hospitality. A good working knowledge of Microsoft (MS) packages (particularly MS Outlook, Word, Teams, Excel and PowerPoint) is required to provide essential administrative with development and preparation of documents including letter, spreadsheets, slides and reports. TEACHING & TRAINING RESPONSBILITIES Take responsibility for Personal Continuing Professional Development including mandatory training, attendance on courses and seminars and via technical publications. Participate in the performance appraisal system. Assist other staff at all levels in the use and development of office machinery and equipment and the use of IT applications to support their work and the development of their skill set. FINANCIAL RESPONSIBILITY Although no direct budgetary management is required for this post, a good budgetary awareness and ability to balance practicable solutions v costs is essential. To report to and assist the Estates & Facilities Performance Manager in identifying cost improvement opportunities in support of the Trusts Financial Strategy To procure goods and services in accordance with the Trusts standing financial autonomy limits. Appropriate management of delegated schemes and bodies of work.