Leeds Community Healthcare NHS Trust

Admin Assistant (Facilities, Safety and Estates)

This job is now closed

Job summary

We are seeking an enthusiastic person to join our Safety Team. The successful candidate will provide a wide range of administrative duties that will support three distinct departments; Safety Team (Health and Safety, Fire and Security Management), Estates and Facilities.

This is a permanent position with at least three days a week being based at our headquarters building at White Rose Office Park, Leeds; for the remaining two days the successful candidate will be able to work either from home or another building of their choosing.

This role reports directly to the Deputy Head of Safety but is also expected to respond to requests from the Estates and Facilities team members. It is therefore important that the successful candidate has good time management skills and can prioritise work tasks to meet deadlines.

Main duties of the job

The role will involve general administration including, but not limited to:

Responding to general queries
Using and maintaining software systems Datix, Assure, Matrix,
Assure database, development of templates, uploading documentation, tracking actions, pulling out reports
Monitoring shared email accounts
Monitoring incident reports, ensuring relevant team members are aware
Raising purchase orders and receipting invoices
Logging meter readings
Developing and designing relevant communications
Document formatting
Team meeting agenda and action log
Room bookings, arranging training courses or accommodation.

With experience of working in an office environment, the successful candidate will possess a good general education and experience of providing administrative support. They will have recent experience of using Microsoft Office packages, in particular Word, Outlook and Excel and have excellent customer service and effective communication skills.

About us

Working for Leeds community Healthcare NHS Trust

Who are we?

Leeds Community Healthcare provides a range of community-based health services across the whole city. We treat people in their homes, local health centres and community hospitals, and work in partnership with other local Trusts, charities and Leeds City Council.

We have a strong culture based on deeply-held values, and our focus at all times is on delivering high quality care to the people of Leeds. In our most recent CQC evaluation, we were rated "Good", with our Adult Services rated "Outstanding" for caring.

Perks of the job

Our benefits range from generous annual leave to access to NHS discount sites. See the supporting link on the right for a full list of rewards & why to work for Leeds Community Healthcare.

Right to Work

This role is based in the UK. Employment is conditional on confirmation of the right to work in the UK - either as a UK or Irish citizen, under the EU settlement scheme or having secured any other relevant work visa. If you do not have the right to work in the UK and the role does not meet eligibility for sponsorship, please consider carefully whether you meet the eligibility to apply.

Date posted

14 June 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£22,816 to £24,336 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

C9833-SH-CC-220-24

Job locations

Building 3 White Rose Park

Millshaw Park Lane

Leeds

LS11 0DL

Job description

Job responsibilities

Job purpose

The Facilities, Safety and Estates Administrator will undertake general office administration duties to assist in the successful running of the Facilities Management, Safety and Estates departments. Duties will include, but are not limited to:

Administration of databases including the collation and input of data.

Updating key performance indicators

Monitoring the Safety, Facilities and Estates email boxes; advising the relevant staff member of important requests

Updating the three teams intranet webpages with key messages, news articles and procedures, liaising with the Communications Team as required.

Raising and progressing purchasing requisitions on behalf of team members for items, training courses, catering arrangements, travel requirements and/or training venues.

Facilitation of meetings; using the Matrix system to book rooms across the Trust on behalf of team members

Providing administration for a variety of regular meetings, utilising IBabs digital meetings software.

Logging maintenance jobs

The post holder will be a team player and will actively contribute to continuous service improvement activities, including the maintenance and improvement of quality to ensure that services are delivered with a customer focus.

Key result areas

1. Responsibility for communication and relationships

Responsible for delivering administrative support which requires face to face, telephony based and electronic contact with service users and other stakeholders, both external and internal to LCH.

Act as a single point of contact for specific service/services.

Provide signposting advice to guide colleagues, service users and other stakeholders , including times when there may be barriers to understanding, or where the communication could be conceived as complex (i.e. explaining patient administration operating procedures to people who do not work in that department.

Communication around sensitive issues such as performance for supervisees, complaints from the public.

The post holder will engage with a range of stakeholders both internal and external which may vary dependent on role.

2. Responsibility for analysis and judgement

Responsible for analysing information and resolving incidents/ issues reported from a variety of sources, where there may be more than one solution to a problem for example rota/ diary management clashes/ waiting lists (choice versus breaches)..

Compare and analyse data and information in order to support service delivery that ensures best value for money, taking colleague and service user requirements and internal policy into consideration.

Within standard operating procedures, use judgement to flex around duties which in turn benefits service delivery

Make judgements involving facts or situations, some requiring analysis

3. Responsibility for planning and organisation

Provide an efficient and effective administrative function by ensuring that own tasks, and that of supervisees (where relevant), are planned around departmental deadlines.

Planning of rotas, clinics, diaries etc.

Assist with day to day management of issues as required, such as arranging ad hoc team meetings with little or no notice in order to address operational delivery issues.

Supporting new starter inductions as required.

Make travel and accommodation arrangements.

Job description

Job responsibilities

Job purpose

Administration of databases including the collation and input of data.

Updating key performance indicators

Monitoring the Safety, Facilities and Estates email boxes; advising the relevant staff member of important requests

Updating the three teams intranet webpages with key messages, news articles and procedures, liaising with the Communications Team as required.

Raising and progressing purchasing requisitions on behalf of team members for items, training courses, catering arrangements, travel requirements and/or training venues.

Facilitation of meetings; using the Matrix system to book rooms across the Trust on behalf of team members

Providing administration for a variety of regular meetings, utilising IBabs digital meetings software.

Logging maintenance jobs

Key result areas

1. Responsibility for communication and relationships

Responsible for delivering administrative support which requires face to face, telephony based and electronic contact with service users and other stakeholders, both external and internal to LCH.

Act as a single point of contact for specific service/services.

Communication around sensitive issues such as performance for supervisees, complaints from the public.

The post holder will engage with a range of stakeholders both internal and external which may vary dependent on role.

2. Responsibility for analysis and judgement

Compare and analyse data and information in order to support service delivery that ensures best value for money, taking colleague and service user requirements and internal policy into consideration.

Within standard operating procedures, use judgement to flex around duties which in turn benefits service delivery

Make judgements involving facts or situations, some requiring analysis

3. Responsibility for planning and organisation

Provide an efficient and effective administrative function by ensuring that own tasks, and that of supervisees (where relevant), are planned around departmental deadlines.

Planning of rotas, clinics, diaries etc.

Assist with day to day management of issues as required, such as arranging ad hoc team meetings with little or no notice in order to address operational delivery issues.

Supporting new starter inductions as required.

Make travel and accommodation arrangements.

Person Specification

Qualifications

Essential

Educated to GCSE level (including English and mathematics) or equivalent practical knowledge and experience

Desirable

First Aid Certificate
IOSH Managing Safely Certificate
NEBOSH certificate
CMI Level 3 Diploma In management

Experience

Essential

Sound working knowledge of Microsoft Office including Outlook, Word, Excel, PowerPoint, and Microsoft team packages.
Knowledge of the importance of information governance, i.e. maintaining the confidentiality of information, storing information in the right place and making sure information is recorded clearly and accurately.
Knowledge of administrative procedures relating to work area acquired through on the job training

Desirable

Intermediate level knowledge of Microsoft Office software packages

Skills and Attributes

Essential

Proven ability to understand and react appropriately to risks and issues.
Experience of maintaining one or more information systems, managing storage and retrieval of information or records.
Experience of paying attention to detail within tight deadlines whilst dealing with frequent unpredictable interruptions.
Ability to work consistently, methodically and reliably under pressure.
Experience of being a team player with the ability to support and advise others in the performance of their roles as required

Desirable

Ability to motivate others
Ability to self-manage
Ability to meet deadlines

Person Specification

Qualifications

Essential

Educated to GCSE level (including English and mathematics) or equivalent practical knowledge and experience

Desirable

First Aid Certificate
IOSH Managing Safely Certificate
NEBOSH certificate
CMI Level 3 Diploma In management

Experience

Essential

Sound working knowledge of Microsoft Office including Outlook, Word, Excel, PowerPoint, and Microsoft team packages.
Knowledge of the importance of information governance, i.e. maintaining the confidentiality of information, storing information in the right place and making sure information is recorded clearly and accurately.
Knowledge of administrative procedures relating to work area acquired through on the job training

Desirable

Intermediate level knowledge of Microsoft Office software packages

Skills and Attributes

Essential

Proven ability to understand and react appropriately to risks and issues.
Experience of maintaining one or more information systems, managing storage and retrieval of information or records.
Experience of paying attention to detail within tight deadlines whilst dealing with frequent unpredictable interruptions.
Ability to work consistently, methodically and reliably under pressure.
Experience of being a team player with the ability to support and advise others in the performance of their roles as required

Desirable

Ability to motivate others
Ability to self-manage
Ability to meet deadlines

Employer details

Employer name

Leeds Community Healthcare NHS Trust

Address

Building 3 White Rose Park

Millshaw Park Lane

Leeds

LS11 0DL

Employer's website

https://www.leedscommunityhealthcare.nhs.uk/join-our-team1/ (Opens in a new tab)

Employer details

Employer name

Leeds Community Healthcare NHS Trust

Address

Building 3 White Rose Park

Millshaw Park Lane

Leeds

LS11 0DL

Employer's website

https://www.leedscommunityhealthcare.nhs.uk/join-our-team1/ (Opens in a new tab)