Cambridgeshire Community Services NHS Trust

Estates Site Administrator

This job is now closed

Job summary

An exciting opportunity has arisen for an Estates Site Administrator based at the Princess of Wales Hospital, Ely, but with occasional travel to other sites. Working as part of the Estates Team, the post holder will be responsible for the provision of day-to-day administrative support to both the site and Estates Area Manager covering the site.

Motivated and enthusiastic, you should have a working knowledge of general administrative duties, be competent in Microsoft word applications, be well organised and have the ability to work unsupervised.

This is a Band 3 post. Applicants should be educated to GCSE level or have equivalent experience.

Interviews will take place at the Princess of Wales Hospital Ely. Applicants will be advised of venues, dates & times in due course.

The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment. As part of our safe recruitment practice pre-employment checks will be undertaken before any appointment is confirmed. As part of the selection process you may be required to undergo a Disclosure and Barring check.

Please note that should we receive a high number of applications, we reserve the right to close the advert earlier than advertised

Main duties of the job

The role is to provide administrative support to the Estates Area Manager and is primarily based at the Princess of Wales (PoW) Hospital site, Ely, but also working in the Cambridge office and visiting other sites when required. The role encompasses working proactively to manage own workload effectively and efficiently to complete a wide range of administrative duties.

About us

Rated 'Outstanding' by the Care Quality Commission, we are proud to provide high quality innovative services across most of the east of England that enable people to receive care closer to home and live healthier lives.

There's one reason why our services are outstanding - and that's our amazing staff who, for the seventh year running, rated us incredibly highly in the national staff survey.

If you share our passion for innovative and high-quality care delivery, then please submit your application and join us on our exciting journey as a leading-edge specialist community provider. All are welcome to apply and our promise to you is a culture which prioritises staff engagement and development.

Date posted

25 April 2023

Pay scheme

Agenda for change

Band

Band 3

Salary

£21,730 to £23,177 a year per annum, pro-rata

Contract

Permanent

Working pattern

Full-time

Reference number

448-MC-CORP-5213445

Job locations

Princess of Wales Hospital

Lynn Road, Ely

Ely

CB6 1DN

Job description

Job responsibilities

Act as first point of contact for the Estates Management Office, providing a friendly, efficient general enquiries reception service to patients, visitors, staff and volunteers, sign-posting visitors to appropriate departments and dispensing basic trust, site and service information.

Provide general administrative support to the Estates Area Manager, duties to include general office tasks, distribution of information and communications, update email distribution list, requisitioning of goods and services, sorting of mail, assessing correspondence for priority and action, and on request, where appropriate compile letters and respond on behalf of the Estates Area Manager.

Providing support for the compliance team with the management of data.

Update and maintain Estates folders, such as fire, asbestos, legionella, business continuity and emergency folders.

Log calls for the OCS/CBRE helpdesk, communicate with the porters, cleaners and maintenance daily regarding any known site activity or issues.

Review and file the daily security sheets from the Nightwatchman and Porters. If any action needs to be taken, discuss with line manager and submit a datix report if required.

Oversee the access control cards, activate/re-assign/delete broken ones/keep an updated spreadsheet on allocated cards and services.

Take messages off answer machine/respond/action.

Manage the diary of contractors/site visits and communicate to the relevant services regarding dates/impact to service and access.

Review site handbook regularly and distribute electronically to all stakeholders.

Review and update door codes on the confidential handbook and information for on call executive, when changed by CBRE. Distribute to relevant services, cleaning, portering and security.

Arrange and attend any relevant meetings, draft Agendas, prepare papers and take minutes on behalf of the Estates Area Manager.

Maintain meeting rooms and diaries for the PoW site.Oversee the clinical room diaries in outpatients with the NWAFT clinical lead.

Inform relevant contacts regarding missed waste collections, arrange for WEE collections, COSHH collections and skip deliveries as and when required.

Under the direction of Estates Area Manager, act as a Requisitioner on E-Series to order and receipt goods and services through to delivery and payment for the site.

Ensure the efficient running and routine maintenance of office equipment.