Estates and Facilities - Helpdesk Assistant

Job description

Job responsibilities

The post holder will be required to respond to all methods of communication to the help desk, record incidents following procedures, and resolve the majority of incidents at first point of contact.

Plan and coordinate meetings, including providing support to the wider team to schedule meetings, arrange venues and facilities , notify attendees, provide agendas and take minutes within a timely manner.

Provide full administrative support to the Head of Estates, Assets & Development Manager and Facilities Managers including but not limited to, co-ordinating meetings, taking messages, monitor/ screen all telephone calls, archiving documents, proactively managing diaries, post and e-mails; ensuring correspondence is dealt with efficiently whilst using initiative and negotiation skills.

Deal with all enquiries in a proactive manner, using judgement skills and solution proposing for complex enquiries.

Ensure housekeeping is kept up to date, manage and organise shared drives for emails and paper files. Ensuring that the Estates electronic records are managed, stored and retrieved efficiently when needed, retained for the appropriate period, and are disposed of in a timely appropriate manner. Ensure compliance with the Data Protection Act, Freedom of Information Act and Trust Records Retention Policy.

As directed, provide assistance to the Estates Team regarding estates related research such as finding cost effective suppliers etc.

Provide telephone cover within the office.

Receive incoming correspondence and deal with it in an appropriate manner. This will either be drafting a suitable response or appropriate referral to other members of the Estates and Facilities team.

Report any required maintenance and repair issues to the appropriate provider.

Produce presentation materials, spreadsheets and graphs as directed and to agreed time scales.

Work as part of the estates and facilities administration team providing support and cover for colleagues as required. It is therefore essential that the post holder is willing to be flexible and work as part of this team.

The post holder will be required to work under his/her own initiative within objectives agreed with the Facilities Manager. This includes prioritisation of his/her workload on a day to day basis, making decisions within their authority and exercising a high level of initiative to problem solve.

Support the Facilities Managers to ensure that the full range of facilities management activity is developed, implemented and monitored.

Setup and update a list of contacts for each site, including deputies or alternative contacts where required.

Liaise with the various Contractors in chasing- up uncompleted or unsatisfactory work and keeping staff informed at all times of activities and delays.

Ensure that access is provided to all areas required to undertake service visits or repairs and that relevant permits to work have been approved before work / repairs commence.

Assist in the collation, analysis and completion of Estates Reporting Information Collection (ERIC) and other NHS returns required.Respond accordingly to changes of priorities as required by the Head of Estates and Facilities Managers demonstrating a flexible approach to work patterns.

Create, Maintain and update the various spreadsheets, databases and any documentation used by the estates team; ensuring retrieval thereof, using a department filing protocol area for the team.

Person Specification

Knowledge/ Experience

Essential

• Experience of facilities management processes
• Experience of supporting service charge management
• Experience of administering third party facilities contracts
• Experience of supporting budget management
• Experience in a technical administrative role in the NHS or similar organisation, involving working with key internal and external contacts
• Demonstrable experience of using MS Office - Including input, editing and production of reports
• Knowledge of legislation and statutory requirements

Skills

Essential

• Secretarial skills including spreadsheet and written document skills
• Time management and organisational skills
• Good analytical and problem-solving skills
• Good communication Skills
• Basic budget management skills
• Good interpersonal skills
• Ability to work using own initiative
• Good concentration and ability to deal with varying work patterns
• Good understanding of data systems, file structures and electronic record keeping
• Able to assimilate information quickly and to think logically
• Ability to deal with a range of facts or situations which require analysis or comparison, including situations where there is more than a straightforward choice of options and that there is a requirement in a range of different cases to assess events or problems in detail to determine the appropriate course of action

Values

Essential

• Must be able work in line with and support the Trust's values - Continuous Improvement, Accountability, Respectfulness, Enthusiasm.

Qualifications

Essential

• Experience within an Estates & Facilities Service
• Diploma or similar qualification in relevant field (including finance) or equivalent experience
• NVQ 2 Business Admin or Business management or proven experience in a similar role

Desirable

• Shorthand / minute taking experience would be an advantage.
• Legionella, asbestos & COSHH training/knowledge

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.

Employer details

Employer name

Mersey Care NHS Foundation Trust

Address

Hollins Park Site

Hollins Lane

Warrington

WA2 8WA

Employer's website

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