Facilities and Estates Administrator (Accommodation)

Job description

Job responsibilities

The postholder will be the first point of contact for the Accommodation Department accountable to the Accommodation Manager.

Liaise with doctors and other staff members requiring overnight accommodation.

Allocating On-Call/ad-hoc type accommodation and processing payments where appropriate.

Collect, sort and re-direct received post. Take out-going post to collection point promptly each day.

Logging enquiries from Managers and staff, concerning the availability of accommodation (including all general enquiries).

Booking locums into database/schedules and processing invoices accordingly.

Allocate overnight/on-call rooms and charge where appropriate.

Raising invoices

Taking payments (via PDQ system) and forwarding receipts.

Securing payments (via debit/credit cards) direct from locums and other who have omitted to pay.

Produce and update a list of private accommodation for the use of BSUH staff and newly appointed employees.

Report malfunctions file and follow up worksheets.

Liaise with the Estates team, contractors and residents to arrange access to occupied residential areas for maintenance/repairs.

Liaise with the Housekeeping team for room servicing on a daily basis.

Operate office equipment including photocopying, printing and faxing.

Take and transcribe minutes of meetings when required.

Type documents such as reports and letters as requested.

Maintain records, both electronically and by filing of paper records.

Follow office procedures and practices in allocated tasks.

Use appropriate computer-based systems to enter patient or staff information and maintain databases.

Monitor and maintain appropriate levels of stationery and order as and when necessary, informing the line manager of any potential problems in good time.

Maintain health and safety in the department and report all incidents and accidents to the Head of Administration Services as soon as possible, in accordance with departmental and trust policy.

Log all complaints relating to Accommodation services.

The postholder (at times) may be required to cover a colleagues absence at another site within the Trust

Perform any additional duties within the Accommodation Service that may be required to ensure the smooth running of the department.

Assist the Central Administration Team when required.

Person Specification

Essential

Essential

• Advanced Keyboard Skills - RSA III or equivalent
• GCSE English and Maths or equivalent
• Proven customer care experience
• 2 year proven experience of working in a busy office environment

Desirable

• Note/minute taking

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

University Hospitals Sussex NHS Foundation Trust (279)

Address

RSCH - Sussex House

Abbey Road

Brighton

BN1 2ES

Employer's website

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