[ref. y27000204] Estates Business Administrator
Job overview
The post holder’s core role will be to provide a friendly, efficient, customer focused administration, helpdesk and secretarial service for the directorate, supporting achievement of local and wider Trust objectives comprising providing a professional service to staff, contractors, and visitors ensuring they are appropriately assisted whether via face to face, telephone or other method.
Main duties of the job
To effectively manage the procurement and payments of estates budgets in line with trust Standing Financial instructions. provide administration support to various Estates Managers. The post holder will need a flexible approach to work and be able to respond to changing priorities and maintain confidentiality and discretion with certain tasks.Excellent secretarial skills are essential.
Due to the wide range of people and stakeholders, the post holder will be communicating with (both internal and external) and must have excellent interpersonal and customer service skills. The post holder will be required to provide front line communications for all our customers.
The post holder is required to act independently within the guidelines of national, local and Trust-wide policies, protocols and best practice guidance.
Working for our organisation
St George’s University Hospitals NHS Foundation Trust is committed to safeguarding children and vulnerable adults and expects that all staff will share in this commitment. The Trust is clear that all staff have a responsibility to be aware of children and adult safeguarding policies and procedures and that each member of staff, clinical and non-clinical, will attend child or adult safeguarding training that is provided at an appropriate level to suit their role.The Trust has the additional expectation that all staff will be able to identify concerns and know what action to take.
Detailed job description and main responsibilities- To collate the monthly update reports for the Estates management team.
- To provide admin support for investigations (projects, complaints, incidents, audits and, surveys) to meet specified timescales.
- To communicate effectively and diplomatically deal with queries whether by face to face contact, phone, fax, email or letter and ensuring accurate messages are forwarded to the appropriate people with minimum delay.
- To correctly prioritise own workload using initiative while working alone and deciding when advice or assistance is needed from the line manager.
See job description/person specification attached for full details.
Person specification
Qualifications
Essential criteria- Literate and numerate. GCSE grade C or above in English & Maths
- NVQ Level 3 in Business Administration, General Administration or Equivalent
- Computer/Software Engineering
- Business/Customer Service
Experience
Essential criteria- Experience of having previously worked in an administrative/ secretarial / Helpdesk role.
- Experience of working within a multi-disciplinary team
- Knowledge of Planet FM software and CAFM database
Skills
Essential criteria- Computer literate with good knowledge of Outlook, Excel and Word
- Strong practitioner of and committed follower of the principles associated with customer service excellence
- Excellent organisational and communication skills both written & oral