Estates Administrator

Job description

Job responsibilities

To provide general administrative support to the Senior Estates Team, including preparation of documents, filing, arranging meetings, and ad hoc tasks, as required.

Produce agendas and take minutes for performance review meetings with Trust contractors.

Be responsible for data processing by ensuring the data is accurately recorded, processed, and stored in relevant database management systems or other information storage systems

Organise ongoing Fire Safety training with external training provider, across the region.

Utilise effective problem-solving skills if training dates or venues need to change due to operational demand

Communicate with various departments within EEAST, to a high standard.

Support with some diary management functions for the Senior Estates Team.

Be a point of contact for the team of Estates Compliance Auditors, to answer any queries they have whilst on site, and assist with filing of audit reports.

Assist the Fire Safety Manager with general correspondence and communications, as requested.

To provide resilience for the Administration Team, which will include booking work for contractors and allocating tasks via our MICAD system.

Download reports and carry out analysis of the data to identify trends and/or recurrent themes.

Be able to work on own initiative and make decisions within the scope of the role.

Produce assurance reports on fire training attendance on a monthly basis for the Fire Safety Manager.

Provide and receive routine information using tact and/or persuasive skills.

Communicate the routine updates on working tasks/project information to end users in a professional manner.

Communicate effectively with senior managers, managers, staff, and colleagues, both internal and external.

Communicate with a high degree of confidentiality in relation to the data handled in their own role.

To prioritise own workload and ensure that work is completed within agreed timescales.

To analyse and make judgements on routine/process-oriented tasks.

The post holder is not responsible for managing other staff. However, they will be expected to occasionally demonstrate their current work activities to new or less experienced employees within their own discipline.

Place stationery and uniform orders from external supplier, when required

Person Specification

Qualifications

Essential

• Educated to A Level / Vocational level 2, or equivalent
• Evidence of Continued Personal Development.
• Level 2 Fire Safety
• Full UK driving licence (up to 3 points will be considered dependent upon penalty code).

Desirable

• Administration related qualifications would be desirable.

Knowledge and Expereience

Essential

• Knowledge of secretarial or administrative procedures and systems, and non-routine activities, such as answering queries, progress chasing, and task-related problem solving.
• Able to deal with a high volume of work whilst maintaining standards and meeting deadlines.
• Competent in the use of relevant Microsoft Office packages, including advanced level use of Word, Excel, and Outlook.
• Ability to liaise and communicate effectively with staff and managers at all levels within the organisation, and external organisations.
• Ability to work independently and to use own initiative to make decisions/take action, when appropriate.
• Excellent written and verbal communication skills.
• Attention to detail and accuracy.
• Ability to learn new systems and procedures quickly and effectively.
• Experience using Microsoft Office systems to record and interrogate data.
• Experience in multiple facets of fire safety with a working knowledge of the Regulatory Reform (fire Safety) Order 2005 In particular arears relating to training and its application.
• Previous experience within an office administrative role, eg previous experience of arranging meetings, minute taking.
• Dealing with telephone and email enquiries.
• Experience working in a fast-paced environment.

Desirable

• Knowledge of the NHS, or fire safety, would be advantageous.
• Previous NHS experience would be beneficial.
• Experience in an Estates or Training related environment would be beneficial.

Practical and Intellectual Skills, Personal Qualities, Abilities and Attributes

Essential

• Approachable and a good communicator with excellent interpersonal skills.
• An organised and motivated individual.
• Tactful, diplomatic, and able to maintain confidentiality.
• Flexible and adaptable approach to work.
• Ability to work effectively in a team

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).

Employer details

Employer name

East of England Ambulance Service

Address

Dependant on post holder

TBC

SG8 6NA

Employer's website

https://www.eastamb.nhs.uk (Opens in a new tab)