Job summary
South Central Ambulance Service (SCAS) is commencing a process of change and transformation of its estate and has an opportunity for an administrator to join the team.
Your will assist the estates team in the efficient and effective administration of the Estates function, including raising orders, managing supplier relationships and invoice payments and by supporting a range initiatives. including collating and evaluation of compliance documents and energy management. This includes computer based reporting, record keeping and data entry.
Although part of a team, you will be flexible and must be able to work with the minimum of supervision. You may be required to travel to and between the sites within the portfolio and you might be required to travel around the South Central area of responsibility in support of colleagues or wider Estates work.
Main duties of the job
- Process departmental financial documentation, including purchase orders, requisitions, invoices, utility bills and business rating demands. Troubleshooting exceptions and queries to a timely and satisfactory conclusion. Liaising and co-ordinating with colleagues in finance and procurement departments as necessary.
- Maintain computerised records of statutory health and safety checks carried out across the portfolio including but not limited to gas, electrical, water and fire safety. Monitor expiry dates and assist in co-ordinating the renewal of checks with contractors and operational staff in accordance with Trust policy.
- To carry out administrative duties, including call taking and escalation answering, message taking, sending, receiving and answering internal and external email messages, maintaining the department filing system both electronically and paper-based.
- To input data into the various departmental databases and spreadsheets, requiring a level of detail and accuracy required, tracking details of routine faults reported, remedial works in progress, estimates received and expected completion dates. Ensuring that records are comprehensive, regularly reviewed and accurate. Collating regular updates/reports for the Estates team on faults reported, work in progress and recently completed.
- To maintain records of financial information within the department, liaising closely with the finance offices.
About us
Benefits we offer:
- Full training and support when you join and ongoing throughout your employment with us.
- Holiday entitlement is 27 days rising to 29 days after 5 years and 33 days after 10 years, plus 8 bank holidays (pro rata for part time).
- Enrolment into the NHS Pension Scheme.
- Access to continual professional development and opportunities within SCAS and the NHS.
- Occupational Health support along with an Employee Assistance Programme.
- NHS Discounts in over 200+ stores including Holidays, Days out, Car insurance, Restaurants and Clothing.
- Staff networking and support groups.
About Us
South Central Ambulance Service NHS Foundation Trust provides a range of emergency, urgent care and non-emergency healthcare services, along with commercial logistics services.
The Trust delivers most of these services to the populations of Berkshire, Buckinghamshire, Hampshire and Oxfordshire as well as non-emergency patient transport services in Surrey and Sussex.
We serve a population of over 7 million and answer over 500,000 urgent calls a year. We employ 4,551 staff who, together with over 1,100 volunteers, enable us to operate 24 hours a day, seven days a week.
In SCAS, we know that colleagues who are cared for and valued are enabled to provide the right care, first time, every time. That is why we strive to foster a culture that balances fairness, compassion, learning and accountability; a 'just and learning culture'.
Job description
Job responsibilities
- To process departmental documentation, liaising with operational and non-operational departmental managers to ensure that reports, correspondence, financial information, off-site appointments, and service agreement information etc. is completed or resolved within identified timescales
- Assist the Estates team in relation to administration process, ensuring that all property documentation is reviewed and recorded appropriately and regularly in accordance with Trust policy
- To maintain records of financial information within the department, liaising closely with the Corporate finance offices, ensuring that information is processed in an efficient, effective, and timely manne
- To input accurate data into the departmental databases, ensuring that these information systems are comprehensive, regularly maintained, and accurate. Gathering and collating information from the databases and producing information and accurate reports for management
- To undertake all administrative duties associated with the processing of reports, policies, procedures, notices, letters and memorandums et
- To be familiar and be able to distribute, both internally and externally, when necessary, policies, procedures, notices, letters and memorandums etc
- To arrange meetings, booking of rooms, contacting delegates, distributing agendas and minutes et
- To take the minutes at internal meetings and produce draft minutes e.g. Local Estates Committee Meetings and others as appropriate
- To advise managers on estates matters within their work area (e.g. appointments schedules for external service engineers)
- To draft, and when appropriate, display notice
- To assist in carrying out audits and assist with the production of subsequent reports
- To liaise with the logistics team to ensure continuity of supply of office sundries, ordering stationery and supplie
- To develop and maintain a departmental library of reference information, as well as training and development certificates and records, IT information etc
- Support with the onboarding of new team member
- Process invoices on Proactis to produce Purchase Orders for suppliers in a timely manner. Confirm receipt of supplies/services with the responsible Estates team member and process to Accts Payable for final processing and payment
- Accurately maintain the Estates Purchase Order Spreadsheet to ensure that all information is valid enabling the production of cost/spend/supplier data reports to the Estates Management Team
- Engage with the Estates team to use and apply contractor KPI metric data to manage performance
- Take appropriate and timely action to control risks, escalate issues as required and promote positive Health and Safety behaviours to all stakeholders
- Present efficiency proposals to senior managers, contractors and Estates staff to gain co-operatio
- Execute such other duties, as may reasonably be required.
This job description is not comprehensive but contains the main responsibilities and functions of the post. Other reasonable duties may be required, in accordance with the grading of this post.
Job description
Job responsibilities
- To process departmental documentation, liaising with operational and non-operational departmental managers to ensure that reports, correspondence, financial information, off-site appointments, and service agreement information etc. is completed or resolved within identified timescales
- Assist the Estates team in relation to administration process, ensuring that all property documentation is reviewed and recorded appropriately and regularly in accordance with Trust policy
- To maintain records of financial information within the department, liaising closely with the Corporate finance offices, ensuring that information is processed in an efficient, effective, and timely manne
- To input accurate data into the departmental databases, ensuring that these information systems are comprehensive, regularly maintained, and accurate. Gathering and collating information from the databases and producing information and accurate reports for management
- To undertake all administrative duties associated with the processing of reports, policies, procedures, notices, letters and memorandums et
- To be familiar and be able to distribute, both internally and externally, when necessary, policies, procedures, notices, letters and memorandums etc
- To arrange meetings, booking of rooms, contacting delegates, distributing agendas and minutes et
- To take the minutes at internal meetings and produce draft minutes e.g. Local Estates Committee Meetings and others as appropriate
- To advise managers on estates matters within their work area (e.g. appointments schedules for external service engineers)
- To draft, and when appropriate, display notice
- To assist in carrying out audits and assist with the production of subsequent reports
- To liaise with the logistics team to ensure continuity of supply of office sundries, ordering stationery and supplie
- To develop and maintain a departmental library of reference information, as well as training and development certificates and records, IT information etc
- Support with the onboarding of new team member
- Process invoices on Proactis to produce Purchase Orders for suppliers in a timely manner. Confirm receipt of supplies/services with the responsible Estates team member and process to Accts Payable for final processing and payment
- Accurately maintain the Estates Purchase Order Spreadsheet to ensure that all information is valid enabling the production of cost/spend/supplier data reports to the Estates Management Team
- Engage with the Estates team to use and apply contractor KPI metric data to manage performance
- Take appropriate and timely action to control risks, escalate issues as required and promote positive Health and Safety behaviours to all stakeholders
- Present efficiency proposals to senior managers, contractors and Estates staff to gain co-operatio
- Execute such other duties, as may reasonably be required.
This job description is not comprehensive but contains the main responsibilities and functions of the post. Other reasonable duties may be required, in accordance with the grading of this post.
Person Specification
Qualifications
Essential
- A level's or ONC level of qualification and GCSE's or significant and extensive experience in a similar administrative role supporting a busy and varied environment.
- Proficient with general office software including Outlook and Microsoft Office especially Excel and Word.
Desirable
- An appreciation of the Estates and Facilities functions in support of a an NHS Trust or similar organisation.
Experience
Essential
- Experience of accounting procedures procurement/accounting software
- Experience and appreciation of Health and Safety policies and protocols pertaining to the operation of a diverse estate.
- Ability to identify trends in complex data and extrapolate relevant information, taking an informed view on remedial actions.
Skills
Essential
- Excellent communication skills, verbal and written
- Ability to work on own initiative
- Able to prioritise and manage time effectively
Person Specification
Qualifications
Essential
- A level's or ONC level of qualification and GCSE's or significant and extensive experience in a similar administrative role supporting a busy and varied environment.
- Proficient with general office software including Outlook and Microsoft Office especially Excel and Word.
Desirable
- An appreciation of the Estates and Facilities functions in support of a an NHS Trust or similar organisation.
Experience
Essential
- Experience of accounting procedures procurement/accounting software
- Experience and appreciation of Health and Safety policies and protocols pertaining to the operation of a diverse estate.
- Ability to identify trends in complex data and extrapolate relevant information, taking an informed view on remedial actions.
Skills
Essential
- Excellent communication skills, verbal and written
- Ability to work on own initiative
- Able to prioritise and manage time effectively
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.
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
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.
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).
Employer details
Employer name
South Central Ambulance Service NHS Foundation Trust
Address
Flexible within Berkshire, Hampshire, Bucks
Milton Keynes/Southern House/ Northern House
SO21 2DL
Employer's website
https://scasjobs.co.uk/ (Opens in a new tab)
