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, including communication with a broad range of stakeholders such as clinical managers and teams, corporate services, external agencies, facilities management suppliers, landlords and NHS/system partners. Responsibilities also cover management of stock, 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 act as an ambassador for the service, providing first‑class administration in a professional manner, and supporting the work of the service to meet strategic and business objectives.
This is an exciting opportunity to join a newly formed team, requiring a dynamic, person‑centred approach with the ability to deal with a varied and complex portfolio of properties and to understand a broad range of specialist information with both experts and non‑experts.
There are approximately 350 properties that the team will be responsible for covering eleven London boroughs and Hertfordshire.
Main duties of the job
* Lead the customer service function of the service, maintaining a detailed and accurate message recording system, taking appropriate action where necessary, and contacting team members 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 Trust and team requirements.
* 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 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, email management, and roster management.
* Complete the production of reports and data as required, including supporting the administration of meetings and collection of local data sets.
* Deliver the administration of meetings, including sending invites, circulating required documents, producing minutes and action logs, and following up tasks delegated for completion.
Education / Qualification
* 5 GCSE at A-C or equivalent, to include maths and English.
* NVQ Level 3 equivalent – 2 A Levels or equivalent.
* Evidence of continuous personal and professional development.
* Educated to degree level or equivalent combination of diploma level education, further short courses/training, and experience.
Experience
* Experience of working in a senior administrative role.
* Experience dealing with enquiries from the public, staff, and other organisations.
* Experience of managing databases, filing systems, and stock levels.
* Experience of prioritising workload to meet conflicting demands.
* Experience of leading or managing a diverse team.
* Experience with IT systems including MS Office and Outlook.
* Experience of managing projects.
* Experience of developing, implementing, and reviewing policies, guidelines, protocols, processes and administrative systems.
* Experience working in an Estates and Facilities Function.
* Experience of budgetary management and monitoring financial management and control procedures.
* Experience of audit.
* Experience of risk assessment and management.
* Experience of managing change programmes.
* Experience of leading, introducing and managing organisational development programmes.
* Experience of business planning.
Skills & Knowledge
* Ability to work in partnership at all levels within the organisation and with key stakeholders and groups across professional and inter‑agency boundaries.
* Excellent problem‑solving skills, including the ability to resolve conflict and handle difficult situations effectively.
* Excellent stakeholder management skills and the ability to influence, negotiate, and build relationships at all levels.
* Ability to effectively coordinate project activities, both internally and externally, and set timelines.
* Able to draft, type, format, prepare, and produce a wide range of high‑quality documentation, letters, emails, memos, statistical information, graphics, presentations, and short reports.
* Numerate and able to analyse, calculate and produce statistical and financial information accurately.
* Developed knowledge of Microsoft Office applications – Word, Excel, Outlook, PowerPoint, Publisher, and Access.
* Understanding of the drivers for public sector reform, and specifically of the NHS policy agenda.
* Ability to use electronic record systems such as Concerto CAFM.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and therefore requires a Disclosure to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
£36,943 to £44,900 a year per annum inclusive.
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