Grade 3
Job overview
JOB PURPOSE
The post holder will provide comprehensive administrative support to the Health and Safety team and the wider Estates and Facilities team. This includes being the first point of contact for general enquiries on behalf of the Estates Facilities Management team.
Main duties of the job
JOB SUMMARY
The post holder will contribute to the efficient operation of the Facilities and Health and Safety teams by providing customer and administrative support. Responsibilities include assisting with statutory and mandatory risk assessments, reports, training statistics, and ensuring compliance and training for estates contractors are up to date.
The estates team manages staff parking and supports the travel plan administrator to improve service delivery.
This is a pivotal role requiring collaboration to deliver effective, customer-focused administrative support to all estates senior staff.
Working for our organisation
Established in 2018, Healthcare Partners Ltd (HPL) is a wholly-owned subsidiary of the Royal Surrey NHS Foundation Trust.
We adopt a consultative, collaborative approach aimed at making healthcare provision outstanding, respecting the skills of clinical professionals to produce exceptional outcomes.
We are a substantial company with an annual turnover of around £50m and over 80 staff. We partner with healthcare providers across the UK in both public and private sectors, reinvesting profits into the NHS.
At Healthcare Partners Ltd, the patient is at the heart of everything we do. We are proud to support the NHS and improve healthcare.
Detailed job description and main responsibilities
KEY RESULT AREAS/MAIN DUTIES AND RESPONSIBILITIES:
* Support the Estates & Facilities and Health and Safety teams in compliance, monitoring, improvement, risk, and governance activities.
* Provide responsive administrative assistance to ensure excellent service delivery by the Estates & Facilities teams.
* Assist with statutory and mandatory data collection, record management, and training coordination for health and safety and manual handling teams.
* Monitor and improve Estates and Facilities risk, improvement, and governance processes, ensuring adherence to policies and procedures.
* Build effective relationships within the Estates and Facilities teams and with relevant client teams to share best practices.
* Communicate routine information with team members and external contacts, handling planned and reactive tasks.
* Review incident reports, validate records, notify relevant team members of outcomes, support investigations, and assist in report preparation.
* Support financial monitoring by auditing invoices, ensuring compliance with tendered prices, and processing payments through the financial platform.
* Assist Hard and Soft Facilities Managers and community teams with maintenance, energy, and building data collection.
* Work effectively as part of a busy team, adhering to deadlines and providing proactive support.
* Maintain effective communication with other departments, staff, and external contacts.
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