Facilities Administration Co-ordinator

Chesterfield Royal Hospital NHS Foundation Trust

The closing date is 06 January 2025

Job summary

An excellent opportunity has arisen a Facilities Admin Coordinators to join the DSFS Administration Team as a job share working pattern. The small but dedicated, passionate and committed Team are based within Chesterfield Royal Hospital.

As a facilities Administration Co-ordinator within the Facilities admin team it is a vital position, you should be able to communicate effectively with colleagues, customers, external contractors and other agencies as appropriate on behalf of the Facilities Admin Services Team.

The office opening hours are Monday to Friday 8.00 am - 4.00 pm.

The working pattern for this position is Wednesday 11am - 4pm, Thursday 8am-4pm and Friday 8am-4pm

Flexibility is essential.

This position will give administration support on varied tasks across all DSFS departments and will be based in a reactive reception-based facilities administration office working alongside the administration team. The administration office is based in the DSFS Estates Department and has regular contact with varied levels of workforce in a non-clinical setting.

Do you like an exciting and busy challenge and have what it takes to make this team grow and provide an excellent level of customer service? if so please see the attached Job description.

Interview date w/c 13th January 2025

Derbyshire Support and Facilities Services Limited currently do not offer a Certificate of Sponsorship, any applications which require sponsorship will not be considered

Main duties of the job

General administration duties.
Salary data inputting.
To accurately support processing all calls received into the Facilities help desk using the MICAD system.
To ensure that all tasks are allocated to the relevant service/team/individual as appropriate, and in a timely manner.
Use other bespoke systems to input and retrieve data including the booking of rail tickets, accommodation, business travel, training requests, booking taxi's and maintenance requests.
Actively use the Unit 4 system to place orders and process invoices as requested by Facilities managers
Produce accurate word processed documents from hand written or digitally dictated material to ensure they meet the directorate requirements.
Manage and maintain up-to-date diaries for various Department Managers, arranging meetings and appointments on a daily basis as requested.
Ensure all Travel and Accommodation requests are processed in a timely manner including reconciliation of invoices using the Click-Travel system.
Taxi bookings over the phone and using the web based booking system.

About us

Derbyshire Support and Facilities Services (DSFS) is a subsidiary company that's 100% owned by Chesterfield Royal Hospital NHS Foundation Trust.

DSFS has just over 900 staff in Facilities, Estates, Procurement, ICT, Patient Records, Switchboard, Finance and Clinical Engineering. Very much part of the 'Chesterfield Royal family', DSFS builds on solid NHS foundations to offer a more commercial approach that's dynamic, flexible, and proactive.

DSFS are proud to be striving to achieve a truly diverse and inclusive workforce by valuing and welcoming everyone's abilities, uniqueness, and individuality. All our colleagues have the right to and should be able to feel 100% themselves at work; we believe that all our people add to and should improve our culture and not just fit in with it. By embracing our diverse backgrounds and differences our culture becomes richer and makes us stronger together.

Derbyshire Support and Facilities Services Limited currently do not offer a Certificate of Sponsorship, any applications which require sponsorship will not be considered

Date posted

09 December 2024

Pay scheme

Other

Salary

£22,840 a year per annum pro rota

Contract

Permanent

Working pattern

Part-time

Reference number

166-DSFS-6804119

Job locations

DSFS-Chesterfield Royal Hospital

Calow

Chesterfield

S44 5BL

Job description

Job responsibilities

Please see the Job description and Person Specification attached to this vacancy. This document contains a full detailed description of the role and what the main responsibilities and duties are along with the criteria that is required.

Job description

Job responsibilities

Person Specification

Qualifications and Training

Essential

Educated to GCSE level (or equivalent)
RSA II Typewriting (or equivalent)
Qualification in customer care

Desirable

ECDL
GCSE English & Maths (or equivalent)
Experience in Audio Typing

Experience

Essential

Previous experience of organising and prioritising work load
Experience of dealing with the general public and telephone enquiries.
Experience of using Microsoft office applications e.g. Excel and Word
Previous experience of inputting, retrieving and manipulating data within databases

Desirable

Previous experience in a healthcare environment

Skills & Knowledge

Essential

Co-ordinate a variety of duties that run simultaniously
Prioritise work load
Able to work under pressure
Excellent keyboard skills.

Desirable

Minute / Note taking

Personal Attributes

Essential

Awareness of Confidentiality
Team Worker
Professional Appearance
Communication skills
Adaptable approach to meet the needs of the service

Person Specification

Qualifications and Training

Essential

Educated to GCSE level (or equivalent)
RSA II Typewriting (or equivalent)
Qualification in customer care

Desirable

ECDL
GCSE English & Maths (or equivalent)
Experience in Audio Typing

Experience

Essential

Previous experience of organising and prioritising work load
Experience of dealing with the general public and telephone enquiries.
Experience of using Microsoft office applications e.g. Excel and Word
Previous experience of inputting, retrieving and manipulating data within databases

Desirable

Previous experience in a healthcare environment

Skills & Knowledge

Essential

Co-ordinate a variety of duties that run simultaniously
Prioritise work load
Able to work under pressure
Excellent keyboard skills.

Desirable

Minute / Note taking

Personal Attributes

Essential

Awareness of Confidentiality
Team Worker
Professional Appearance
Communication skills
Adaptable approach to meet the needs of the service

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Additional information