Job summary
Facilities and Business support administrator - Chase Farm Hospital
This is a fantastic permanent opportunity to be part of a high performing team that the estates provision is supporting the delivery of excellent patient care.
We are a small internal team, managing a fast-paced estates and facilities service. We are looking for someone who is proactive and able to work independently.
You will be required to have excellent customer-facing communication, combined with the necessary admin skills and knowledge to carry out the role.
We pride ourselves on our commitment to good team working, mutual support, highly responsiveness and effective team.
If this interests you or you would like further information please contact, Sanjay Dey, Facilities Manager, sanjay.dey1@nhs.net
Main duties of the job
Will act as the first point of contact for all visitors, staff and patients attending the Information Zone.Prioritizing workload for the Information Zone, hot desking and meeting room space to ensure the smooth running of the Information Zone for all staff and service users.Manages the Condeco Room Booking System for all meeting room requests across the Royal Free London NHS Foundation Trust.On a daily basis the post-holder will be the principal point of contact for creating and monitoring access for all staff on the Trust Access Control System and the ABG System (Theatres Scrubs Exchange System).On a daily basis ensure the environment of the Information Zone is of the required standard. Ensure all catering and portering tasks have been completed and the environment is kept clean and to the required standard.Responsible for the reporting of deficiencies in service delivery via the Facilities Helpdesk (cleaning, catering and portering) and via the Estates (CBRE) Helpdesk for any Estates issues, ensuring that tasks are followed up as necessary.Dealing with face to face enquiries and telephone calls effectively and politely referring them to the appropriate department using excellent communication skills and initiative. Dealing efficiently with queries on behalf of staff, managers and patients.To provide minute taking support to the Facilities Department which includes Estates and Facilities regular meetings.
About us
RFL Property Services (RFLPS) as a wholly owned subsidiary of Royal Free London NHS Foundation Trust are seeking a proactive, highly motivated and capable individual to act as the Facilities and business support administrator at the recently built £200m award winning Chase Farm Hospital.
Job description
Job responsibilities
Regularly audit the Information Zone to ensure that the areas are equipped with the appropriate equipment and supplies and that the environment is in good working order escalating as necessary.The post holder is encouraged by the department to attend both personal and professional development activities that have direct influence/impact on the post and its development.The post holder will be required to participate in mandatory training courses as set by the Trust and staff development review (SDR).Attend training sessions to develop skills to improve efficiency, to include mandatory training, i.e. Fire Safety and Health & Safety.To act as the Zone Q Fire Warden, guiding staff in the event of an evacuation or actual fire. To act as the focal point for local staff, and supporting line managers, in fire safety issues for the specified zone. To complete the weekly fire warden checklist and ensure that equipment is in good working order and in the correct location.To be able to work in an organised, calm, efficient manner in a busy and sometimes difficult environment; which can be both noisy and sometimes uncomfortable temperatures.To be able to plan and organise the day sometimes working independently to meet the requirement of the job working accurately as there is frequent requirement for concentration as work pattern is unpredictable.To be able to communicate clearly with all grades of staff, to be polite, professional, flexible and work with the managers as part of a team. Working with a large department with a very diverse staff group occasionally having to deal with staff that may be distressed or confused.Being a good team player by assisting and supporting colleagues as required, including work experience students.Be aware of and comply with the Trusts Health, Safety and Risk policies; reporting any issues or concerns to the relevant team leader
Job description
Job responsibilities
Regularly audit the Information Zone to ensure that the areas are equipped with the appropriate equipment and supplies and that the environment is in good working order escalating as necessary.The post holder is encouraged by the department to attend both personal and professional development activities that have direct influence/impact on the post and its development.The post holder will be required to participate in mandatory training courses as set by the Trust and staff development review (SDR).Attend training sessions to develop skills to improve efficiency, to include mandatory training, i.e. Fire Safety and Health & Safety.To act as the Zone Q Fire Warden, guiding staff in the event of an evacuation or actual fire. To act as the focal point for local staff, and supporting line managers, in fire safety issues for the specified zone. To complete the weekly fire warden checklist and ensure that equipment is in good working order and in the correct location.To be able to work in an organised, calm, efficient manner in a busy and sometimes difficult environment; which can be both noisy and sometimes uncomfortable temperatures.To be able to plan and organise the day sometimes working independently to meet the requirement of the job working accurately as there is frequent requirement for concentration as work pattern is unpredictable.To be able to communicate clearly with all grades of staff, to be polite, professional, flexible and work with the managers as part of a team. Working with a large department with a very diverse staff group occasionally having to deal with staff that may be distressed or confused.Being a good team player by assisting and supporting colleagues as required, including work experience students.Be aware of and comply with the Trusts Health, Safety and Risk policies; reporting any issues or concerns to the relevant team leader
Person Specification
Values
Essential
- Demonstrable ability to meet the Trust Values
Education & professional Qualifications
Essential
- Good General Education to GCSEs or equivalent including English and Maths
- Proven administration knowledge and skills
Experience
Essential
- Previous experience providing business support for senior managers and team leaders.
- Experience of office management.
Desirable
- Budgetary management, control
Skills and aptitudes
Essential
- Ability to use Word, Excel, Power Point, Windows and databases
- Ability to take minutes and notes
- Ability to support staff in organising meetings, events and courses
- Ability to work effectively as part of a team
Person Specification
Values
Essential
- Demonstrable ability to meet the Trust Values
Education & professional Qualifications
Essential
- Good General Education to GCSEs or equivalent including English and Maths
- Proven administration knowledge and skills
Experience
Essential
- Previous experience providing business support for senior managers and team leaders.
- Experience of office management.
Desirable
- Budgetary management, control
Skills and aptitudes
Essential
- Ability to use Word, Excel, Power Point, Windows and databases
- Ability to take minutes and notes
- Ability to support staff in organising meetings, events and courses
- Ability to work effectively as part of a team
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).
