The Princess Alexandra Hospital NHS Trust (PAHT) is proud to care for the communities of West Essex, delivering safe, compassionate, and high-quality services. We are part of the Neighbourhood Wavea national programme that’s changing how care is delivered by focusing on prevention, early support, and more joined-up services across health, social care, and the voluntary sector.
This means we’re working more closely with local partners to bring care closer to home and support people to live healthier, more independent lives.
We’re a supportive and inclusive organisation that values its people. We offer development opportunities, flexible working, and a strong focus on wellbeing. As a Disability Confident and equal opportunities employer, we welcome applicants from all backgrounds and experiences.
Join us and help shape the future of care in West Essex.
Job overview
To provide full clerical and administration duties for Manager’s within the Facilities Department. To ensure that the department runs efficiently and liaising with staff as required throughout the Princess Alexandra Hospital NHS Trust. The post holder will be expected to work well with all disciplines of staff and at times may be required to take direction from other professional staff.
Main duties of the job
* Assist the Facilities Managers in all aspects of administration and clerical duties within the department
* Using knowledge and understanding of software programmes in Microsoft 365 to produce word processing documents, creating and developing spreadsheets/ databases and Team's software for communication, diary entries and documentation.
* To provide a wide range of dedicated administrative support to the Facilities Management Team.
* To scan a range of documents for filing digitally.
* Raising contract orders and occasional Adhoc orders.
* Responsible for checking of delivery notes against invoices received.
* Manage and prioritise own workload and attend regular review meetings with facilities management team
* Maintain effective office systems to initiate and maintain records and generate information as required
* Ordering office stationery provisions, keeping a stock check of items
* Monitoring and organising the trust vehicle use and 6 monthly Driver licence checks.
* Working closely with all staff within Facilities Drivers, Porters, Domestics, Housekeepers, Catering, Accommodation and Post room teams
* Communicate with Drivers / Porters via radio or mobile telephone, ensuring items are delivered and collected as per requests from departments
* Deal with general enquiries and arrange meetings as required
* Understand that confidentiality must be always exercised.
* To monitor courier and staff taxi requests across the PAHT sites.
* To release NHSP shifts as requested by Managers
* To order uniforms as and when required for nursing staff
* To order uniform as and when for the Facilities Staff.
* Comply with all Health & Safety procedures and be aware of Trust Policies and Procedures
* To review Health & Safety reports sent to Facilities and forward onto the appropriate managers to action.
* The post holder may be required to undertake other duties as required to ensure adequate provision of services, across the PAHT & Kao Park Site.
To play a central role in maintaining, support systems and processes for the Facilities Management Teams.
The post holder will be responsible for managing their own workload, prioritising tasks effectively, and ensuring deadlines are met.
They will be expected to work independently as well as part of a team, demonstrating flexibility and a commitment to high standards. Requires excellent communication and organisational skills. Work across multiple tasks simultaneously.
Using own initiative with their work, open to change and adapting with the departments changing demands & needs of the service.
The role may involve working across multiple sites, such as Princess Alexandra, Kao Park 2 & other sites managed by PAHT.