Job summary
South Western Ambulance Service NHS Trust provides compassionate, quality and timely emergency and urgent care to everyone in the South West 24 hours a day, 365 days a year.
We deliver this over 10,000 square miles of England and occupy over 100 buildings in order to deliver the best care when you need us most.
To help us to maintain our buildings, we are looking for an experienced, enthusiastic and motivated administrator to join our Helpdesk Team.
Main duties of the job
To provide administrative and secretarial support to the Estates function ensuring that all Estates related documentation and correspondence are dealt with effectively according to agreed procedures.
To employ appropriate escalations to all extraordinary events.
To be responsible for own workload and day to day management of Estates based enquiries, ensuring these are dealt with efficiently and in a timely and appropriate manner.
To participate in the production of purchase orders and payment system activities, monitor and report maintenance expenditure and activity and approve payments within delegated financial limits and Standing Financial Instructions.
About us
Working for us is an experience like no other. We provide emergency and urgent care, 24 hours a day, 365 days a year, operating across the largest ambulance region in England and responding to an average of 2,650 incidents every day.
We remain committed to ensuring that we provide the best possible care for all our patients, which is reflected in our new five-year strategy which has continually improving patient care at its very core.
The role is based in Exeter, one of the most vibrant, attractive and historically interesting cities in England, with excellent transport links and a great mix of independent shops, cafes and bars.
If you embody our values of one team, compassionate and innovative and are looking to make a real difference to peoples' lives, then we would love to hear from you.
In return we will equip you with the skills and resources you need to thrive in your role.
You will have opportunities to progress to roles across the Trust and enjoy continuous professional development.
Benefits
- Competitive NHS salary
- A standard working week of 37.5 hours
- Holiday entitlements of 27 days per year, plus general and public holidays, rising to 29 days after 5 years and 33 days after 10 years
- Pay enhancements for out of hours, shift and overtime working
- Generous Pension Scheme
- Career and salary progression
- Car leasing scheme
- Free parking across Trust sites
- Staff networks
- Wide range of discounts from various organisations across the UK
Job description
Job responsibilities
Process maintenance requests within the department. Prioritise defects and liaise with relevant contractors, ensuring work is carried out in a prompt and effective manner as appropriate.
Be responsible for operation of the Estates Helpdesk System, accurately recording requests, contractor instructions, urgency, completion and invoice details, ensuring records are kept current, notifying clients of action taken and providing progress updates and highlighting any areas of concern as appropriate.
Assist with the Trusts waste disposal activities and receive and collate Waste Management Consignment notes
Provide a Helpdesk service for waste management queries for all Trust sites resolving many where possible and forwarding others as appropriate.
Assist where required with the Trusts recycling activities.
Assist with the management of the Trusts cleaning and waste contracts, raising any concerns as appropriate and carrying out monthly audits when required.
Deal with telephone enquiries in a courteous professional manner from a wide range of NHS personnel, legal teams, solicitors, sub-contractors, suppliers and so on ensuring that each query is dealt with efficiently and forwarded onto the appropriate person. Communicating effectively with other people of all levels within the Trust and externally. Deal firmly and sympathetically with contractor and supplier grievances and performance/service issues to ensure satisfactory outcomes.
Arrange meetings, book rooms, take minutes and notes, type up and distribute to relevant personnel or department. Maintain and update diaries and movements for Estates staff.
Ensure that effective filing and record systems are in place and are maintained and for the archiving and retrieval of documentation as and when required.
Deal with emails and general correspondence some of which may be of a confidential and/or sensitive nature.
Deal with incoming and outgoing post for the department, scanning and copying of any documentation and distributing to the right person.
Assist the Estates Compliance Officers with Estates contracts.
Assist with the implementation of the Control of Contractors Policy.
Participate in staff work plans, staff appraisals, one to one meetings and annual reviews.
Approve purchase orders and invoices within delegated financial limits and Standing Financial Instructions.
To assist designated contract managers with utility providers and invoices.
Monitor InPhase incidents, liaise with Estates and other staff, take action as appropriate or refer as appropriate and enter responses/updates.
To support a programme of departmental continuous improvement
To fully support the Estates function as required by the Head of Estates
For further information about this role please see attached the job description and person specification attached.
Job description
Job responsibilities
Process maintenance requests within the department. Prioritise defects and liaise with relevant contractors, ensuring work is carried out in a prompt and effective manner as appropriate.
Be responsible for operation of the Estates Helpdesk System, accurately recording requests, contractor instructions, urgency, completion and invoice details, ensuring records are kept current, notifying clients of action taken and providing progress updates and highlighting any areas of concern as appropriate.
Assist with the Trusts waste disposal activities and receive and collate Waste Management Consignment notes
Provide a Helpdesk service for waste management queries for all Trust sites resolving many where possible and forwarding others as appropriate.
Assist where required with the Trusts recycling activities.
Assist with the management of the Trusts cleaning and waste contracts, raising any concerns as appropriate and carrying out monthly audits when required.
Deal with telephone enquiries in a courteous professional manner from a wide range of NHS personnel, legal teams, solicitors, sub-contractors, suppliers and so on ensuring that each query is dealt with efficiently and forwarded onto the appropriate person. Communicating effectively with other people of all levels within the Trust and externally. Deal firmly and sympathetically with contractor and supplier grievances and performance/service issues to ensure satisfactory outcomes.
Arrange meetings, book rooms, take minutes and notes, type up and distribute to relevant personnel or department. Maintain and update diaries and movements for Estates staff.
Ensure that effective filing and record systems are in place and are maintained and for the archiving and retrieval of documentation as and when required.
Deal with emails and general correspondence some of which may be of a confidential and/or sensitive nature.
Deal with incoming and outgoing post for the department, scanning and copying of any documentation and distributing to the right person.
Assist the Estates Compliance Officers with Estates contracts.
Assist with the implementation of the Control of Contractors Policy.
Participate in staff work plans, staff appraisals, one to one meetings and annual reviews.
Approve purchase orders and invoices within delegated financial limits and Standing Financial Instructions.
To assist designated contract managers with utility providers and invoices.
Monitor InPhase incidents, liaise with Estates and other staff, take action as appropriate or refer as appropriate and enter responses/updates.
To support a programme of departmental continuous improvement
To fully support the Estates function as required by the Head of Estates
For further information about this role please see attached the job description and person specification attached.
Person Specification
Essential
Essential
- Minimum of 4 GCSE'S grade C or above including Maths and English
- Previous experience of working in an administrative role
- Computer literate with a good understanding of Word and Excel.
- Excellent written and verbal communication skills
Desirable
- Business Administration qualification
- Facility Management qualification
- Working knowledge of CAFM systems and the like
Person Specification
Essential
Essential
- Minimum of 4 GCSE'S grade C or above including Maths and English
- Previous experience of working in an administrative role
- Computer literate with a good understanding of Word and Excel.
- Excellent written and verbal communication skills
Desirable
- Business Administration qualification
- Facility Management qualification
- Working knowledge of CAFM systems and the like
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).
