Job summary
Birmingham Community Healthcare NHS Foundation Trust has an exciting opportunity for you to join our Estates and Facilities team.
A fantastic opportunity has arisen within the Birmingham Community Healthcare NHS Foundation Trust; we are seeking an experienced Facilities Administrator to support our Estates and Facilities Directorate. The successful applicant will be motivated ; have excellent organisational skills and have demonstrable experience in an administrative role. You will have the ability to work autonomously, use your initiative and think independently.
Main duties of the job
The post holder will be working in an office environment to provide a responsive and comprehensive clerical and administrative service to the Facilities Team and act as a customer service link between internal and external clients, contractors, suppliers and staff in order to support the delivery of the Facilities contract services.
The post holder will assist with the day to day operation of the Estates and Facilities Helpdesk using the Facilities Management software system, inputting reactive work, allocating the Facilities work orders to the Facilities Team and contractors ensuring key performance indicators are achieved.
The role will involve the coordination and implementation of office procedures and will require a high degree of organisational skills and excellent working knowledge of administrative and Helpdesk systems. The post holder will be responsible for raising catalogue and non-catalogue requisitions and receipting invoices for Facilities services.
About us
Be Part of Our Team...
BCHC has more than 5000 staff working across Birmingham and the West Midlands in a wide range of community nursing and specialist healthcare roles. BCHC delivers over 100 clinical services, in people's homes, health centres, clinics and inpatient facilities. We deliver a wide range of services for children, young people and families as well as adults and community services, two community hospitals, services for people with learning disabilities, the internationally recognised West Midlands Rehab Centre and one of Europe's leading Dental Hospitals and School of Dentistry. We deliver all of this with a commitment to integrated, personalised care that is rooted in our local communities. We have an ambition to deliver outstanding, integrated care as one of the key NHS providers in the West Midlands.
Job description
Job responsibilities
Job Description
Act as first point of contact for the Helpdesk and contract services ensuring a professional, polite, friendly and helpful approach is maintained at all times whilst maintaining effective working relationships and communication channels. Manage and respond to queries and requests either by telephone or face-to-face in a courteous and supportive manner and direct appropriately in a timely manner. Responsible for accurately processing and logging all requests received with regards to contract services and Facilities requirements into the Estates and Facilities Helpdesk using the integrated Facilities Management software system. The Helpdesk function is key to providing a Soft Facilities Management Service across the BCHC Estate. To manage, assign and close the Facilities requests on the Estates and Facilities Helpdesk promptly and efficiently ensuring they are delivered in a timely manner to the relevant teams, staff, contractors and suppliers. To complete reactive and planned jobs on the Estates and Facilities Helpdesk for the Facilities contracts as and when directed by the Facilities Management Team. Ensuring any outstanding or overdue requests to be pursued with the contractors and suppliers in a timely manner. Responsible for raising catalogue and non-catalogue requisitions and receipting invoices, investigate any problems with invoices or payments with suppliers and contractors to ensure prompt payment of goods and services received. To assist with the recording of expenditure of all operational Facilities revenue budgets, Facilities planned programmes and services including the Estates and Facilities Helpdesk requests. To ensure that efficient resolution of issues and customer feedback are addressed as a matter of urgency. Responsible for producing monthly Helpdesk reports for the Facilities Managers. Using own initiative to plan time effectively and prioritise all incoming work on a daily basis. To use a variety of software packages such as Microsoft Word, Outlook, PowerPoint, Excel, Access etc. to produce correspondence and maintain presentations, records, spreadsheets and databases. Display and update comprehensive information within the Department ensuring communication is current and relevant to the Facilities Team. To assist the department with typing of accurate letters, reports, memorandums and Standard Operating Procedures (SOPs). Organise and maintain manual and electronic filing systems ensuring documentation is relevant and not excessive following guidance within the Archiving, Retention and Destruction Policy. Organise meetings, events, interviews and appointments for the Facilities Management Team including room bookings and equipment. Ensuring agendas and relevant papers are distributed in a timely manner. Taking minutes/notes at meetings as required. Supporting the Department with recruitment, collation of interview packs, meeting and greeting candidates and photocopying of relevant identification documentation. General office duties, to include sending/receiving emails, faxing, photocopying, printing, laminating documentation and invoice checking on a daily basis. To provide cover for the Administration Team as and when required.
Job description
Job responsibilities
Job Description
Act as first point of contact for the Helpdesk and contract services ensuring a professional, polite, friendly and helpful approach is maintained at all times whilst maintaining effective working relationships and communication channels. Manage and respond to queries and requests either by telephone or face-to-face in a courteous and supportive manner and direct appropriately in a timely manner. Responsible for accurately processing and logging all requests received with regards to contract services and Facilities requirements into the Estates and Facilities Helpdesk using the integrated Facilities Management software system. The Helpdesk function is key to providing a Soft Facilities Management Service across the BCHC Estate. To manage, assign and close the Facilities requests on the Estates and Facilities Helpdesk promptly and efficiently ensuring they are delivered in a timely manner to the relevant teams, staff, contractors and suppliers. To complete reactive and planned jobs on the Estates and Facilities Helpdesk for the Facilities contracts as and when directed by the Facilities Management Team. Ensuring any outstanding or overdue requests to be pursued with the contractors and suppliers in a timely manner. Responsible for raising catalogue and non-catalogue requisitions and receipting invoices, investigate any problems with invoices or payments with suppliers and contractors to ensure prompt payment of goods and services received. To assist with the recording of expenditure of all operational Facilities revenue budgets, Facilities planned programmes and services including the Estates and Facilities Helpdesk requests. To ensure that efficient resolution of issues and customer feedback are addressed as a matter of urgency. Responsible for producing monthly Helpdesk reports for the Facilities Managers. Using own initiative to plan time effectively and prioritise all incoming work on a daily basis. To use a variety of software packages such as Microsoft Word, Outlook, PowerPoint, Excel, Access etc. to produce correspondence and maintain presentations, records, spreadsheets and databases. Display and update comprehensive information within the Department ensuring communication is current and relevant to the Facilities Team. To assist the department with typing of accurate letters, reports, memorandums and Standard Operating Procedures (SOPs). Organise and maintain manual and electronic filing systems ensuring documentation is relevant and not excessive following guidance within the Archiving, Retention and Destruction Policy. Organise meetings, events, interviews and appointments for the Facilities Management Team including room bookings and equipment. Ensuring agendas and relevant papers are distributed in a timely manner. Taking minutes/notes at meetings as required. Supporting the Department with recruitment, collation of interview packs, meeting and greeting candidates and photocopying of relevant identification documentation. General office duties, to include sending/receiving emails, faxing, photocopying, printing, laminating documentation and invoice checking on a daily basis. To provide cover for the Administration Team as and when required.
Person Specification
Qualifications/Training
Essential
- GCSE English and Maths or equivalent
Desirable
- NVQ 2 - Customer Service or equivalent
- NVQ 3 - Business Administration or equivalent
Experience
Essential
- Relevant experience in a similar administrative role
- Relevant experience of maintaining manual and electronic office systems
Desirable
- Experience working in the NHS or public sector
- Relevant experience of working with Helpdesk software packages
Skills/Knowledge
Essential
- Excellent interpersonal communication skills, both written and verbal
- Proven skills to create, populate and monitor databases/ spreadsheets
- Competent in taking accurate minutes/ notes
- Ability to show attention to details
- Excellent organisational skills
Personal Qualities
Essential
- Ability to build effective working relationships and to work as part of a team
- Ability to be self-motivated and work independently
- Ability to manage, prioritise and organise own workload and meet deadlines
- Ability to maintain a professional manner to work whilst under pressure
- Apply tact, diplomacy and discretion at all times
Other Job Requirements
Essential
- Keen to undertake further training relevant to role
Person Specification
Qualifications/Training
Essential
- GCSE English and Maths or equivalent
Desirable
- NVQ 2 - Customer Service or equivalent
- NVQ 3 - Business Administration or equivalent
Experience
Essential
- Relevant experience in a similar administrative role
- Relevant experience of maintaining manual and electronic office systems
Desirable
- Experience working in the NHS or public sector
- Relevant experience of working with Helpdesk software packages
Skills/Knowledge
Essential
- Excellent interpersonal communication skills, both written and verbal
- Proven skills to create, populate and monitor databases/ spreadsheets
- Competent in taking accurate minutes/ notes
- Ability to show attention to details
- Excellent organisational skills
Personal Qualities
Essential
- Ability to build effective working relationships and to work as part of a team
- Ability to be self-motivated and work independently
- Ability to manage, prioritise and organise own workload and meet deadlines
- Ability to maintain a professional manner to work whilst under pressure
- Apply tact, diplomacy and discretion at all times
Other Job Requirements
Essential
- Keen to undertake further training relevant to role
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).
