Level 3 Administrator Apprentice

Job description

Job responsibilities

Principle Duties and Responsibilities

1.1 Learn about the various functions within the Estates and Facilities department

1.2 To learn and undertake administrative duties to include the production of letters, memos, databases and spreadsheets within excel and reports and filing and photocopying to a high standard.

1.3 Receiving incoming telephone calls/enquiries, directing to appropriate manager in a timely and effective manner and taking messages where appropriate via email to enable relevant manager to action.

1.4 To learn how to and then maintain electronic diaries for the Estates and Facilities Team as required along with maintaining the team shared mailboxes and sending e-mails on behalf of the Trust.

1.5 To undertake general office duties e.g. photocopying, receiving and sending e-mails within the Trust and externally as requested by the Contracts Officer, PFI Senior Administrator and the Estates & Facilities Team Managers.

1.6 To arrange meetings on behalf of the Contracts Officer, PFI Senior Administrator and Estates & Facilities Managers, distribute any associated paperwork relevant to meetings and to make room bookings and hospitality available where required.

1.7 To attend meetings as required, taking notes/minutes/action points and typing these if applicable.

1.8 To collect and collate routine data and input daily, weekly or monthly to designated reports including legionella reports. Chasing up data when requested, via email, telephone or in person.

1.9 To help produce monthly and quarterly dashboard reports as requested in the formats designated by the team managers.

1.10 To help to maintain and contribute to producing data for statutory returns for the Estates & Facilities Department (e.g.: ERIC, PLACE, PAM).

1.11 To help develop and maintain effective filing, retrieval and bring forward systems for the department.

1.12 Raise orders, checking invoices and using systems to enable payment along with compile waiver forms regarding quotes.

1.13 Raise small works request, gaining quotes and chasing suppliers.

1.14 Updating of the Works and Service Variation registers.

1.15 Log tasks with the Helpdesk and use the Concept system.

1.16 Undertake Salto training and help to update/order ID cards

1.17 Follow policies and procedures for archiving. Updating inventory, requesting archiving boxes back etc.

1.18 To communicate effectively with a wide range of health service personnel (clinical and non-clinical), including those at senior level both internally and externally and external suppliers to the Trust.

1.19 To maintain good working relationships with the team.

1.20 Raising stationery and IT orders for the team

1.21 Support with quarterly FR4 management audits, monthly kitchen audits and KPI audits

1.22 Support with PLACE and PLACE Lite administration.

1.23 Support FM First Users with password requests and any issues.

1.24 To undertake any other administrative, clerical or secretarial duties required by the Contracts Officer, Office Manager or Estates & Facilities Managers applicable within the nature and grade of the post.

Person Specification

Qualifications Formal & Vocational

Essential

• Good level of school education including Maths & English to UK Functional Skills Level 1 as a minimum. (Prepared to study for L2 if required)

Desirable

• UK GCSE grade C/4 and above or Functional Skills L2 in English and Maths.

Knowlege & Experience

Essential

• oCompetent in the use of Microsoft Office Skills and other IT packages oPreviously had a job role - demonstrating reliable attendance and time keeping. oSome prior Administration experience* (*significant experience will impact eligibility for Apprenticeship)

Desirable

• oConfident in the use of Microsoft word excel and outlook

Skills & Personal Qualities

Essential

• oGood standard of oral and written communication. oAble to use own Initiative. oAbility to plan, organise own workload oAbility to work well under pressure and meet tight deadlines. oAbility to manage multiple tasks simultaneously oConfident, self-motivated and aptitude for self-development oUnderstanding and empathy towards those with a mental health problem.

Other

Essential

• oAble to travel to various sites.

Desirable

• oFull driving licence

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.

Certificate of Sponsorship

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).

Employer details

Employer name

Summerhill Services Limited

Address

Venture House

Fentham Road

Birmingham,

B23 6AL

Employer's website

https://summerhillservicesltd.com/ (Opens in a new tab)