Job summary
Estates Helpdesk Administrator and Scheduler
Department: Estates
Band 3
Hours: 37.5 per week, all MKUH roles will be considered for flexible working
Do you have excellent communication skills? Are you experienced in Microsoft Suite and feel confident using IT?
Our Estates team are currently hiring an Estates Helpdesk Administrator and Scheduler as the current employee has had an internal move. This role is a NEW role, and you will be based on-site at Milton Keynes University Hospital within the Administrator Workshop Office. The successful candidate will be working 8 am - 4 pm.
"Estates and Ancillary staff group express being very satisfied with the extent to which MKUH values their work." - NHS Survey (2023)
As first-point of contact for the team, you will also be customer facing on reception, responsible for answering the phones and incoming emails, be responsible for ensuring office equipment if fully stocked and also participate in ad-hoc duties for the management team.
As well as working on the helpdesk, you will be acting as a scheduler for the Estates team using the CAFM (Computer-Aided Facility Management) system. You will be allocating Estates staff to the requests that come through.
Interview date: To be confirmed.
Main duties of the job
Prioritise and control allocation of incoming reactive jobs received via both email and phone call.
Allocation of planned preventative maintenance work based on staff trade and/or job role.
Work with the Stores Officer to minimise delays for parts and ensure timely completion of outstanding jobs.
Provide updates and reports to Estates Supervisors and Manager on request.
Provide a flexible and comprehensive help desk service.
To provide a fully confidential, secretarial and administrative service to support the Works Team.
The post holder will demonstrate an attitude which respects and values all service Users'
About us
Administrative and Clerical colleagues experience a highly compassionate and inclusive work environment at MKUH, scoring 7.56 out of 10.(NHS Staff Survey 2023).
Milton Keynes University Hospital NHS Foundation Trust, in partnership with the University of Buckingham, is a University Teaching Hospital; we conduct research and teaching on site to improve the care of our patients. The hospital is undergoing significant investment, and we are proud to be rated good by the CQC. Visit our website to catch up on our latest news.
Job description
Job responsibilities
1. Act as the first point of contact for all requests for maintenance repairs from Wards and Departments in person, telephone and electronically.
2. To prioritise and schedule maintenance work using the Trust CAFM (Computer-Aided Facility Management) system, and issue to maintenance staff.
3. Allocate planned preventative maintenance tasks to the maintenance staff based on trade, skills and workload.
4. Liaise with Estates Stores Officer to minimise delays to job awaiting parts.
5. If jobs cant be done by the team let Supervisors / Estates office know.
6. Participate in the provision of an efficient and courteous reception and enquiry function on behalf of the team, including issuing passes to visitors and contractors.
7. Work in conjunction with management to ensure all completed works orders correct and are to support the production of performance result.
8. Update customers on job progress, promoting a customer focussed service.
9. Responsible for Office equipment, purchase orders and office supplies including stationery budget within works department.
10. Order goods and services using the web-based procurement system.
11. Check invoices received from suppliers for accuracy; apply financial codes and process for authorisation within set timescales to enable Finance to proceed with payment to meet net term agreements.
12. Liaise with suppliers to resolve any discrepancies on behalf of management team.
13. Maintain ongoing call off orders.
14. Responsible for the processing of incoming and outgoing mail, including prioritising, sorting and actioning as necessary.
15. Liaise with other members of the Team on behalf of the Management Team to ensure effective dissemination of information.
16. Set up and maintain relevant information systems both electronic (spreadsheets) and manual, to ensure appropriate records are available, including the issue of keys and permits.
17. Maintain and update diaries to assist efficient operation of the Team.
18. Provide accurate copy typing of tenders, reports, routine correspondence, emails, and memos to professional standards.
19. Draft routine responses to correspondence on behalf of the Management Team.
Please refer to the job description for further details.
Job description
Job responsibilities
1. Act as the first point of contact for all requests for maintenance repairs from Wards and Departments in person, telephone and electronically.
2. To prioritise and schedule maintenance work using the Trust CAFM (Computer-Aided Facility Management) system, and issue to maintenance staff.
3. Allocate planned preventative maintenance tasks to the maintenance staff based on trade, skills and workload.
4. Liaise with Estates Stores Officer to minimise delays to job awaiting parts.
5. If jobs cant be done by the team let Supervisors / Estates office know.
6. Participate in the provision of an efficient and courteous reception and enquiry function on behalf of the team, including issuing passes to visitors and contractors.
7. Work in conjunction with management to ensure all completed works orders correct and are to support the production of performance result.
8. Update customers on job progress, promoting a customer focussed service.
9. Responsible for Office equipment, purchase orders and office supplies including stationery budget within works department.
10. Order goods and services using the web-based procurement system.
11. Check invoices received from suppliers for accuracy; apply financial codes and process for authorisation within set timescales to enable Finance to proceed with payment to meet net term agreements.
12. Liaise with suppliers to resolve any discrepancies on behalf of management team.
13. Maintain ongoing call off orders.
14. Responsible for the processing of incoming and outgoing mail, including prioritising, sorting and actioning as necessary.
15. Liaise with other members of the Team on behalf of the Management Team to ensure effective dissemination of information.
16. Set up and maintain relevant information systems both electronic (spreadsheets) and manual, to ensure appropriate records are available, including the issue of keys and permits.
17. Maintain and update diaries to assist efficient operation of the Team.
18. Provide accurate copy typing of tenders, reports, routine correspondence, emails, and memos to professional standards.
19. Draft routine responses to correspondence on behalf of the Management Team.
Please refer to the job description for further details.
Person Specification
Qualifications and knowledge
Essential
- Good standard of general education including GSCE or equivalent in English language
- NVQ Level 3 Business Administration
- Knowledge of Microsoft Office applications.
- Understanding of confidentiality issues/ data protection.
- Extensive knowledge of office procedures
Desirable
- Knowledge of spreadsheets
Experience
Essential
- Scheduling work orders on to a Cafm (Computer-Aided Facility Management system)
- Experience of using Microsoft office software
- Relevant experience in an administration role
Desirable
- Good keyboard skills
- Experience of working within the NHS or related healthcare
- Experience of data input.
- Secretarial experience and experience of minuting meetings.
Skills
Essential
- Excellent interpersonal and communication skills
- Good verbal and written communication skills.
- Ability to prioritize own workload.
- Ability to work as a member of a team.
- Ability to develop, operate and maintain filing systems both manual and electronic.
- Ability to remain courteous whilst under pressure.
Personal and people development
Essential
- Able to keep abreast of new technology and learn new technology and ways of working within the Estates environment.
- Follow policies, procedures and protocols and able to comment as required when this area of work is under review.
Communication
Essential
- Communicating routine and complex information, to staff, contractors, and advice to other members of the Estates Team and contractors as required.
Specific requirements
Essential
- Able to perform the duties of the post with reasonable aids and adaptations.
Person Specification
Qualifications and knowledge
Essential
- Good standard of general education including GSCE or equivalent in English language
- NVQ Level 3 Business Administration
- Knowledge of Microsoft Office applications.
- Understanding of confidentiality issues/ data protection.
- Extensive knowledge of office procedures
Desirable
- Knowledge of spreadsheets
Experience
Essential
- Scheduling work orders on to a Cafm (Computer-Aided Facility Management system)
- Experience of using Microsoft office software
- Relevant experience in an administration role
Desirable
- Good keyboard skills
- Experience of working within the NHS or related healthcare
- Experience of data input.
- Secretarial experience and experience of minuting meetings.
Skills
Essential
- Excellent interpersonal and communication skills
- Good verbal and written communication skills.
- Ability to prioritize own workload.
- Ability to work as a member of a team.
- Ability to develop, operate and maintain filing systems both manual and electronic.
- Ability to remain courteous whilst under pressure.
Personal and people development
Essential
- Able to keep abreast of new technology and learn new technology and ways of working within the Estates environment.
- Follow policies, procedures and protocols and able to comment as required when this area of work is under review.
Communication
Essential
- Communicating routine and complex information, to staff, contractors, and advice to other members of the Estates Team and contractors as required.
Specific requirements
Essential
- Able to perform the duties of the post with reasonable aids and adaptations.
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.
