Job overview
Please note that this post is Part of One LSC – a corporate collaboration hosted by East Lancashire Hospitals NHS Trust and providing Estates and Facilities Services to Lancashire Teaching Hospitals NHS Foundation Trust
We are looking for a highly organised individual to join our exceptional Building Department within Estates Services at the Chorley District Hospital.
Be part of a friendly, enthusiastic and professional fast paced estates administration team. The operational estates team are looking to recruit an admin support officer to undertake a variety of office duties across the Estate.
Main duties of the job
You will provide efficient secretarial and administrative support to the Operational Estates Management Team, ensuring smooth operation of the Estates Information Database systems. This includes processing financial, procurement, and asset data, as well as maintaining a Contractor CIS database. You will be responsible for running, formatting, validating, and issuing final invoicing data for contractor and supplier payments. While you will be accountable for your own actions, you will be expected to manage your workload independently, with minimal supervision.
Demonstrating excellent organizational skills, flexibility, and the ability to take initiative, you will uphold consistently high standards of professionalism. You will report directly to the Estates Building Services and Contracts Manager, who will oversee the provision of a comprehensive range of secretarial and administrative functions supporting the Operational Estates Management Team.
Working for our organisation
We have 10,000 fantastic people working hard to deliver quality services to our patients. Whatever your role, you help look after 370,000 people in our local area & give specialist care to 1.5 million people across Lancashire & Cumbria.
Working with us gives you the knowledge and sense of pride that every activity you do genuinely does make a difference to support our patients & staff, ensuring we keep thriving & delivering outstanding healthcare right across our local towns.
You’ll have access to varied development opportunities, learn new skills, meet fab people & do things you’d never have done. You’ll learn about working in a hospital, interacting with people from all different roles to build skills & enhance your career path.
You’ll make an impact, be challenged to think differently, be bold & help innovate to keep improving things. Everything we do centres around patient care and enhancing their experience which means your role is pivotal and something really to be proud of.
Detailed job description and main responsibilities
* Ensure that the Facilities Management, (FM First), and
Mobile Task Management Systems are kept up to date and
accurate in terms of calls logged and completed, and that
notes and supporting documentation are added to the
system as necessary ensuring job feedback.
* Running off monthly activity reports in respect of
performance for both reactive and planned maintenance
work.
* Help plan and set up all preventative maintenance, (PPM’s)
jobs, both statutory and non-statutory.
Respond to difficulties and faults raised by customers and
users of the Facilities Management Software systems.
* Organise priorities and deal with maintenance requests,
providing call logging, analysis and resolution services for
service users in relation to all estates issues.
* Provides an efficient telephone helpline service, dealing
with requests from customers/clients for a range of services
delivered by the Directorate, i.e. building, engineering,
waste management etc.
* Liaises with various Suppliers/Finance regarding raising
orders, invoice queries, payments etc.
* Processes stock/non-stock requisitions via E-Procurement system.
* Ensure adequate stationery stock levels are available and
kept secure for the department.
* Ensures that monthly Staff Attendance Record is accurately
recorded and submitted within Health Roster in the
necessary timescales, including the coordinating of
additional hours, on-call hours etc. for all departmental staff.
* Organise and keep up to date all departmental training
records
* Provides training and mentorship to new starters and
colleagues as required, which includes discussion,
explanation, shadowing and practical demonstration
* Manages correspondence within the department, open
incoming mail, sort, collate and arrange distribution.
* Arranges meetings and manages appointments.
* Word processing of contract and other documents in
addition to general correspondence.
* To assist in the production of reports and carries out filing,
photocopying and laminating of documents.
* Manages and develops filing systems within the department
* Develop and maintain effective working relationships with
managers, colleagues, contractors and trust wide service
users.
* Provide managerial, technical and operational advisory
support to the maintenance staff and contractors to the
Trust.
* Provide operational advisory support to Trust staff and
managers to ensure compliance with all safety standards
and procedures
* Replies to routine correspondence on behalf of the
management team, prepare agendas, take formal minutes
at meetings for distribution to external and internal contacts,
research information for reports and pre-meeting briefings.
* Deals with verbal, written and face to face
enquiries/complaints across the range of services (i.e.
engineering and building maintenance and general facility
issues) from patients, visitors and staff, in a diplomatic,
sensitive and professional manner. Complicated
information to be communicated with various internal and
external contact
Person specification
Qualifications and Education
Essential criteria
* General education to GCSE level or equivalent
* Good knowledge of clerical/secretarial/office management procedures acquired through NVQ level 3, or equivalent, relevant practical experience.
Desirable criteria
* NVQ level 3 in word processing/software and use of IT databases plus relevant practical experience
Knowledge and Experience
Essential criteria
* Experience of Microsoft Windows packages to include word processing, IT/database processing skills
* Demonstrate a commitment to continuing professional development
Desirable criteria
* Previous experience of working within the NHS.
* Experience of using IT databases (MS Access/Oracle)