Job Description

Reporting to the helpdesk lead (estates and facilities), the post holder will be required undertake administrative duties to support the estates and facilities division in a professional manager.

• Act as first point of contact for internal and external enquires made by staff members. Members of the public, contractors and suppliers.
• To answer the estates and facilities helpline, responding to all requests in a timely and courteous manner, maintaining services operated through the service desk function, demonstrating a professional customer focused approach in person, by telephone and by electronic means.
• Support an effective signing in process for contractors/ visitors to the department or appointed to worl on the hospital premises, which will be monitored on a daily basis, escalating to the relevant head of department/ senior manager where necessary, if processes are no followed.
• To accurately operate and input tasks/ requests on systems used across estates and facilities including but not limited Agility, Equip, support works , Pecos and the winpak system ensuring the information entered reflects the clients requirements and as such is prioritized accordingly, running reports when required.
• Liaise with the appropriate service manager, nurse managers, in house team, contractors and hospital staff to promote the estates and facilities administration function, call out external organizations as and when required to support the work plan and planned preventative maintenance schedule.
• At the direction of the help desk lead, assist in the operation of the general office duties including but not limited to, operating a bring forward system, word processing prepared text, photocopying and scanning documents, filing, handling routine correspondence and sending packages and responding to e-mail enquiries.
• Assist on maintaining accurate records for the management of the Estates and Facilities functions, supporting the collaboration of relevant works folders to ensure compliance of all works carried out on site by in-house or external organizations.
• Assist with the maintenance of local records for contracts and services including operating system to assist relevant managers in ensuring timely renewal of contracts including liaise with supplies department.
• To support the Helpdesk Lead in raising orders through the trusts Pecos ordering system for the revenue and capital purchases, liaising where necessary with finance, Supplies and Procurement teams.
• To support the creation and issue of trust ID badges ensuring access control is applicable to the use supporting the security of the trust and supporting buildings.
• Approve or decline room booking requests through the trusts room booking system submitted electronically to the department.
• Support departmental meetings by circulating prepared meeting papers, taking minutes and recording action when required.
• To assist in the process of audits.
• To undergo additional training where necessary.
• Complete with any other reasonable duty as requested.

Required Knowledge, Skills, and Abilities