Job summary
The Estates and Facilities Directorate (EFD) is seeking an enthusiastic and experienced EFD Business Manager to support the senior management and work closely with other members of the team and line manage the team of administrators.
This is an exciting opportunity for the post holder who is organised and enjoys working with a multidisciplinary team.
The post holder will be required to have advanced knowledge and skills, for the use of IT systems and software, experience of CAFM, procurement, and financial software systems, knowledge of AI and the benefits for streamlining administrative processes.
Main duties of the job
- Provide an efficient and effective administrative service to a multidisciplinary team, actively manage administrative processes and administration team.
- Produce highlight reports, EFD performance and operational reports and Dashboards.
- Ensure the process for raising PO's and receipting invoices is followed and full records kept.
- Ensure targets are met, identifying potential delays and escalating this to their manager.
- Lead on specialised administrative areas of work within the directorate as approved by the Heads of Services.
- Manage the team of administrators, providing day to day supervision and support, including delegating tasks and work allocation.
About us
The EFD has a broad portfolio of responsibilities which range from security, fire safety, daily cleaning, and mail services to creating and sustaining a safe and healthy environment for our patients, staff, and visitors. We are responsible for the management of Facilities Management contracts and overseeing the services provided by our Service Providers.
Our main areas of operation are:
- Estates maintenance: working closely with our service provider and PFI partners to deliver major planned and critical reactive maintenance and the long-term planning and implementation of our capital investment, asset improvement, and project delivery.
- Facilities and hotel management: providing operational management of cleaning/domestic, portering, catering, and other "soft" services and facilities in multi-occupant buildings.
- Fire safety and security services: including fire training, evacuation procedures, security matters, and advice.
- Environmental sustainability and carbon management: managing the energy, and waste, and promoting better use of our resources to minimise the effect on the environment.
Job description
Job responsibilities
For the full Person Specification and more information regarding the main responsibilities of this role, please refer to the attached Job Description.
Come and be a part of the best NHS trust in England to work for, according to our staff*
* UCLH top trust to work at in England - In the most recent NHS staff survey UCLH had the highest percentage of staff who said they would recommend us as a place to work, out of all general acute or acute/community NHS trusts in England for the third year in a row.
UCLH recognises the benefits of flexible working for staff To find out more, visit: Flexible working.
To discover more about what makes UCLH a great place to work, visit: Why Choose UCLH?
Job description
Job responsibilities
For the full Person Specification and more information regarding the main responsibilities of this role, please refer to the attached Job Description.
Come and be a part of the best NHS trust in England to work for, according to our staff*
* UCLH top trust to work at in England - In the most recent NHS staff survey UCLH had the highest percentage of staff who said they would recommend us as a place to work, out of all general acute or acute/community NHS trusts in England for the third year in a row.
UCLH recognises the benefits of flexible working for staff To find out more, visit: Flexible working.
To discover more about what makes UCLH a great place to work, visit: Why Choose UCLH?
Person Specification
Knowledge and Qualifications
Essential
- Educated to Degree level or equivalent experience.
- Knowledge of the full range of administrative procedures, acquired through training and previous experience of working in an administrative environment at post graduate diploma level or equivalent.
- Awareness of the requirement to maintain confidentiality, and knowledge of the Data Protection Act.
Experience
Essential
- Experience of working in a non-routine environment, with demonstrable evidence of problem solving and resolving issues as they arise.
- Experience of working in a customer facing environment, resolving queries and using initiative to ensure first-class service delivery.
- Previous NHS experience, or experience of working in a healthcare setting.
- Previous managerial experience in a large and complex organisation preferably within the NHS
- Experience of CAFM systems and the administrative support required.
Experience
Essential
- Experience of procurement and financial software systems - including the ability to extract data on performance and tracking progress on orders and spend.
Personal and People Development
Essential
- Able to supervise a team of colleagues, providing day to day supervision and support, including delegating tasks and work allocation.
Specific Requirements
Essential
- Flexible approach to work. i.e. Varied workload and people at different levels from different parts of the business.
Person Specification
Knowledge and Qualifications
Essential
- Educated to Degree level or equivalent experience.
- Knowledge of the full range of administrative procedures, acquired through training and previous experience of working in an administrative environment at post graduate diploma level or equivalent.
- Awareness of the requirement to maintain confidentiality, and knowledge of the Data Protection Act.
Experience
Essential
- Experience of working in a non-routine environment, with demonstrable evidence of problem solving and resolving issues as they arise.
- Experience of working in a customer facing environment, resolving queries and using initiative to ensure first-class service delivery.
- Previous NHS experience, or experience of working in a healthcare setting.
- Previous managerial experience in a large and complex organisation preferably within the NHS
- Experience of CAFM systems and the administrative support required.
Experience
Essential
- Experience of procurement and financial software systems - including the ability to extract data on performance and tracking progress on orders and spend.
Personal and People Development
Essential
- Able to supervise a team of colleagues, providing day to day supervision and support, including delegating tasks and work allocation.
Specific Requirements
Essential
- Flexible approach to work. i.e. Varied workload and people at different levels from different parts of the business.
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).
