Job responsibilities
Operational Delivery
Manage the efficient administration services to Estates and Facilities office.
Provide a comprehensive, professional, and effective secretarial support to the team adopting a high degree of confidentiality as required.
Responsible for keeping up to date information such as site, telephone and equipment lists.
Manage diary commitments electronically for the Estates and Facilities Senior Management including regular meetings, visits, courses, and one to one supervision and staff appraisals to ensure the most efficient use of time.
Responsible for all arrangements for team meetings including booking venues, refreshments and computer equipment as required.
Prepare and draft agendas in preparation of appropriate meetings, to take detailed minutes of meetings as requested by managers, transcribe, and distribute within a reasonable timescale.
Liaise with the Trusts Estates and Facilities Service Providers, escalating issues to the Help Desk and tracking any jobs to completion. Access the service providers CAFM system to advise on the status of any jobs/quotes/ppm tasks etc.
Undertake various types of audits, interpreting gathered information into spreadsheets and reports with guidance from the team.
Work independently using initiative and applying a high degree of confidentiality to all work. To undertake non-routine duties without direct supervision, working within broad procedural guidelines.
Manage and organise own time and workload efficiently and adhere to deadlines set by managers to enable the smooth running of the department.
Ensure that all Facilities staff have completed their mandatory training and that training records are kept up to date.
Responsible for maintaining electronic confidential personnel files, training, holiday, and sickness/absence records for the department and ensuring that appropriate forms are sent to Payroll / HR as required.
From time to time deputise for the Estates Business Coordinator covering leave and unscheduled absences.
Service User/Customer Care
First point of contact for Trusts departments and staff (several times daily) and escalate to Estates and Facilities (or other) support services, especially in cases of breakdown of equipment such as heating, cleaning, catering issues and H&S incidents including fire alarms.
Provide immediate liaison with other departments and contractors to ensure that any urgent support is given to services units.
Service Development and Improvement
Responsible for the effective and efficient running of the Estates and Facilities Department suggesting any improvement of systems and processes and continuous re-evaluation.
Develop, implement, and manage electronic/paper filing systems, administrative policies, and procedural changes for the whole department, delivering a paperless office wherever possible.
Responsible for the day-to-day operation, maintenance and service of the printing facilities, telephones, water dispensers, and vending machine within the office and contacting the engineers in the event of breakdown, ensuring a prompt response to all calls.
Administer action and project plans, the wider team as required.
Ensure that all Health & Safety policies are updated under the direction of the Compliance Manager in the department at regular intervals, comment and contribute on all Health & Safety policies and procedures and be responsible for checking the accuracy of the same. To ensure that H&S policies are filed and are accessible by the Trusts staff and committees.
Responsible for ensuring relevant policies and procedures (Site Management, Fire, Operational and THO Guidelines) are regularly reviewed, kept up to date and circulated to those within the building.
Responsible for writing and regularly updating various Estates and Facilities procedures which impact across the whole Trusts and liaising with the service providers of the same.
Management and Leadership
Support the managers with the induction and orientation of new staff into the Estates and Facilities Department and ensure their mandatory training is up to date.
Provide training in departmental procedures, offering support and advice, also provide effective training on Microsoft packages / technology to members of the department.
Act as Fire Warden for the department and surrounding area in the event of a fire or evacuation, attend training as necessary and ensure the Facilities Departmental list for fire evacuations is kept up to date. Ensure all new members of the department are fully aware of fire procedures, evacuations etc. for the building and that they attend regular mandatory training.
Communication and Relationship Building
First point of contact, either in person or on the telephone, in a busy Department ensuring that all calls are actioned immediately and dealt with in a professional and diplomatic manner.
Communicate appropriately maintaining a calm and professional approach in tense situations and when dealing with complaints from staff and service users, either face to face or on the telephone, and to assist them in an efficient manner.
Use exemplary and varied communication skills to liaise with a range of personnel including members of the public, service users, other departments, external organisations, and trust staff at all levels.
Use a range of communication equipment including multi-functional devices (MFDs), telephone, mobile communication messaging (e.g. WhatsApp) IT systems, email, and scanner.
Use developed communication skills where there may be a barrier to understanding, and at times to give disappointing news to staff, service users, carers, and members of the public.
Monitor and action incoming emails to the Estates email address ensuring that those requiring urgent attention are dealt with immediately. Deal with incoming correspondence, drafting replies and ensure all correspondence is dealt with within prescribed timescales.
Exchange confidential, sensitive information with staff, service users and carers, in person or on the telephone.
Finance and Resource Management
Order stock and non-stock requisitions, researching equipment/products if necessary and to regularly monitor stationery levels ordering as appropriate via the online system.
Responsible for checking off invoices appertaining to goods and services received by the Estates and Facilities Department.
Responsible for checking invoices received by the Department relating to goods and services received by the Trusts.
Responsible for maintaining a database recording all invoices which have been passed for payment, liaising with the Finance Department as required.
Information Management
Responsible for taking and transcribing minutes of meetings, producing reports, presentations, databases, and documents using a variety of computer software programmes including Word, Excel, Outlook, PowerPoint etc., working within Trusts IG policies at all times.
Responsible for creating and updating comprehensive databases of all Senior Managers, Team Leaders, Site Managers, Major Incident contacts, Specialist Advisors and Health & Safety liaison managers at all Trust properties to ensure that communications from the Estates and Facilities Department and elsewhere within the Trusts are cascaded appropriately and promptly.
Create comprehensive databases of all properties appertaining to the Trusts business and ensuring that this information is regularly updated and available to all Trusts staff on the Intranet.
Responsible for creating comprehensive databases of all Trusts properties and ensuring that this information is regularly updated and available to all Trusts staff on the Intranet.
Upload results of statistics onto government websites as required.
Upload compliance documentation to the Trusts database of compliance information.
Responsible for the accurate storage and retrieval of information according to the Data Protection Act 1984 and Freedom of Information Act 2000 and archiving where necessary.
