Good communication and administrative skills are essential as the post holder will need to communicate with senior managers, contractors , members of the public and other staff members .
The post holder will be expected to:
- Support the centralised Help Desk function, as the point of contact for the wider Trust to ensure reactive tasks are appropriately logged and issued, utilising the Trust’s adopted Computer Aided Facilities Management (CAFM) system received via the portal, calls and email.
- Work flexibly within a team of pooled administrators, provide efficient and effective administration relating to the financial aspects of the Estates and Facilities functions, such as raising purchase orders and receipting invoices.
- To provide high quality and accurate records, including databases, trackers, and spreadsheets
- Facilitate meetings, accurate minute taking and recording action logs.
EPUT are looking for motivated staff who shares our Trust values of Care, Learn and Empower. In return, EPUT can offer you a range of benefits and development including;
Season Ticket Loans
NHS discounts for staff
Excellent Training facilities and opportunities
Buying and Selling annual leave scheme
The opportunity to work bank shifts and expand knowledge and experience in other areas
Salary Sacrifice schemes including lease cars and Cycle to Work
Day One Flexible Employer
The Trust supports and actively encourages flexible working for all employees. We offer many options and you are encouraged to ask the recruiting manager what is possible for this role. If appointed, you will have the opportunity to apply for a flexible working request from the first day of your employment
Join our Staff bank
What is Staff Bank?
Our EPUT NHS staff bank is an entity managed by the trust that hires clinical and non-clinical healthcare professionals to take on shifts at our trust hospitals and community settings. Here at EPUT we maintain our own bank of specialist staff to ensure that we are able offer safe and effective care at all times.
All our permanent staff are automatically enrolled onto the staff bank however this does not mean you have to work any additional shifts, but the option is there for you if you wish.
If you are joining our Trust in a fixed term role, please indicate on your New Starter Paperwork that you wish to join our staff bank.
To provide an efficient and effective administrative service to a multidisciplinary team within the directorate
To follow approved administrative processes and actively engage in process review and development
This role will work predominantly within the Help Desk function, the post holder will be the initial point of contact (via portal / telephone / email) for the wider trust to log reactive maintenance tasks
To be responsible for processing on-call time sheets for Maintenance Engineers and Estates Engineering Officers, reconciling and verifying timesheets against booked data for approval and sign off by the Maintenance Manager / Trust Estates Engineering Technical Lead
To be responsible for being a single of source of reporting of Estates information via CAFM
Calls taken on the Help Desk will constantly interrupt the usual work pattern as these have been assessed and require detailed knowledge and judgement to determine appropriate prioritisation to meet service and response time performance standards. The post holder must ensure that all Urgent tasks are identified and brought to the attention of the relevant Estates Engineering Officer / Maintenance Manager
Support the management of the Trust’s adopted ACT system and associated processes via the helpdesk
To facilitate meetings and compile agenda upon request
Take and produce meeting minutes and action lists, and follow up on action points.
Collate and distribute of all relevant documents.
General Administration and Office Duties
Work flexibly to cover all administrative areas as requested by your line manager including colleagues or periods of absence where appropriate and within the scope of capabilities
Proactively identify potential issues or risks that may compromise the smooth running department and escalate to your line manager
Ensure appropriate handover of any outstanding administrative procedures related to the department.
Complete word processing, typing letters, memos and filing duties