Estates Office Manager / Personal Assistant

Solent NHS Trust

Information:

This job is now closed

Job summary

Wanted: An experienced office manager who can keep our Estates department running like clockwork.

We are looking for a super organised individual with excellent admin and people skills to join our ambitious and friendly team. This exciting new role will be integral to the smooth-running of the department and its processes by managing the back-office functions and providing business administration and secretarial support.

The post holder will join a dynamic team who are really going places. You will have the opportunity to gain experience in a number of areas including projects, maintenance, site operations and medical devices, often working without direct supervision. Working across our healthcare buildings in Southampton, Portsmouth and the wider Hampshire community, you will need to have a full UK driving licence and access to a car for this post.

We are looking for candidates who hold Business and Admin NVQ Level 4 or have equivalent experience.

Main duties of the job

Manage Estates administrative tasks as directed including diary management, emails booking rooms and meetings for appointments, professional meetings, and resolving any queries with both internal and external service users and partners

Full administration support for a range of meetings

Support the monitoring and reporting of operational revenue and capital budgets

Raise purchase orders for the Estates department using the SBS Oracle system and keeping an accurate record of costs, purchase orders and general queries

To co-ordinate, maintain and monitor Estate's documentation

Maintain current office policies and procedures and be actively involved in their development

Manging the HealthRoster/expenses system, including setting up new rosters, finalising rosters at payroll deadlines, sickness, annual leave, adding & approving excess and bank hours. Supporting staff with queries and issues regarding mileage

About us

Make a difference with us

If you are looking for somewhere you can make a real difference and are passionate about keeping people safe, well and out of hospital, a career with us may be just what you're looking for. At Solent NHS Trust, we strive to make a difference to the health and wellbeing of our communities.

We are proud to be an organisation which is focused on our people and we welcome people who share our values to come and work with us.

To deliver great care that is safe, simple and easy to access

To be a caring, flexible and supportive place to work

To deliver the best value for money

Our shared values support the development of a strong working culture. They breathe life into our organisation -- guiding and inspiring all of our actions and decisions. They enable us to be better at what we do and create a great place for our staff to work, whilst ensuring we provide the highest quality of care to our patients.

In creating our values, we spent time listening to our employees and members. Based on what people told us, we created our HEART values to reflect the deep belief that we are caring organisation at the centre of our community: Honesty, Everyone counts, Accountable, Respectful, Teamwork.

We are an accredited Real Living Wage employer.

We encourage and support our staff to be vaccinated as this remains the best line of defence against Covid-19.

Date posted

22 December 2022

Pay scheme

Agenda for change

Band

Band 4

Salary

£23,949 to £26,282 a year

Contract

Permanent

Working pattern

Full-time, Part-time, Flexible working

Reference number

449-Team2-1106

Job locations

Westwood House

100 Peartree Avenue

Southampton

Hampshire

SO19 7JL


Job description

Job responsibilities

To provide comprehensive office management, business administrative support and secretarial support to the Estates Projects, Site Operations teams and Medical devices

To work as part of a skill mix team without direct supervision to prioritise and make judgements in relation to the smooth operation of the Estates Department, its business operations and allied business support function

To be the first point of contact for all non-technical queries; to prioritise and action accordingly using own initiative working within the scope of practice and referring to line management as appropriate

Job description

Job responsibilities

To provide comprehensive office management, business administrative support and secretarial support to the Estates Projects, Site Operations teams and Medical devices

To work as part of a skill mix team without direct supervision to prioritise and make judgements in relation to the smooth operation of the Estates Department, its business operations and allied business support function

To be the first point of contact for all non-technical queries; to prioritise and action accordingly using own initiative working within the scope of practice and referring to line management as appropriate

Person Specification

Qualifications

Essential

  • GCSE grade C/4 in English and Maths or equivalent
  • Business and Admin NVQ Level 4 or equivalent experience
  • RSA 3 Typing or Equivalent

Desirable

  • Management/Leadership qualification or equivalent experience

Experience

Essential

  • Experience of administrative work
  • Knowledge of maintaining filing systems and collating information
  • Experience of working in a customer-focused environment
  • Experience of working in a constantly changing environment without direct supervision and using initiative in prioritising and making decisions

Desirable

  • Experience of working within an Estates & Facilities Department
  • Experience of supervising and appraising staff
Person Specification

Qualifications

Essential

  • GCSE grade C/4 in English and Maths or equivalent
  • Business and Admin NVQ Level 4 or equivalent experience
  • RSA 3 Typing or Equivalent

Desirable

  • Management/Leadership qualification or equivalent experience

Experience

Essential

  • Experience of administrative work
  • Knowledge of maintaining filing systems and collating information
  • Experience of working in a customer-focused environment
  • Experience of working in a constantly changing environment without direct supervision and using initiative in prioritising and making decisions

Desirable

  • Experience of working within an Estates & Facilities Department
  • Experience of supervising and appraising staff

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Solent NHS Trust

Address

Westwood House

100 Peartree Avenue

Southampton

Hampshire

SO19 7JL


Employer's website

https://www.solent.nhs.uk/join-us/ (Opens in a new tab)

Employer details

Employer name

Solent NHS Trust

Address

Westwood House

100 Peartree Avenue

Southampton

Hampshire

SO19 7JL


Employer's website

https://www.solent.nhs.uk/join-us/ (Opens in a new tab)

For questions about the job, contact:

Hiring Manager

Ben Meehan

ben.meehan@solent.nhs.uk

07919397016

Date posted

22 December 2022

Pay scheme

Agenda for change

Band

Band 4

Salary

£23,949 to £26,282 a year

Contract

Permanent

Working pattern

Full-time, Part-time, Flexible working

Reference number

449-Team2-1106

Job locations

Westwood House

100 Peartree Avenue

Southampton

Hampshire

SO19 7JL


Supporting documents

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