Job Description

Bedfordshire Hospitals NHS Foundation Trust are please to announce an exciting and varied opportunity within the Trust's Estates team. You will be providing specialist administration support for the the Trust's computer aided facilities management (CAFM) system and administrative and secretarial support to the whole Estates and Facilities department.



Supporting the Estates managers with administration support.



Provide efficient and comprehensive administrative / secretarial support to the Estates Operations team.



Work closely with the other Estates Administrators covering each other's workload during absences and at peak times. They will also be required to support the Estates & Facilities Managers with administrative/secretarial tasks and to provide cover for Estates Main Reception.



Good communication and tact are essential for this role to deal with the wide range of visitors to the department.



The successful candidate must have a high standard of IT literacy and be experienced and skilled at taking minutes of meetings.



The post holder must also be able to prioritise workload and work well under pressure.



Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.



Our values



We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.



Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job



Supporting the Head of Operational Estates and Senior Estates Managers with secretarial / administration support, to include arranging meetings, producing all paperwork required, booking venues and taking minutes / notes, and project support.



Supporting the Estates Managers with administration support, to include:



Issuing events to operatives and contractors



Raising of sub-tasks for the maintenance team



The scheduling of jobs from Resource Scheduler, Event Director and Express Events, including maintaining annual leave records on the CAFM system



Handling maintenance queries via telephone and email



Assisting with updating and administrating records of the CAFM system and water hygiene monitoring systems



Running reports from the CAFM system in the absence of the CAFM & IT Systems Administrator



Updating the CAFM system with works updates



Raising orders for maintenance resources



Setting up new user account both on the CAFM system and handheld devices (PDAs)



Assisting with the delivery of training on CAFM processes



Assist with reviewing CAFM processes and any implementation of new CAFM databases/IT systems



Assisting and covering the CAFM Administrator with any tasks relating to CAFM or the relevant systems and devices

To provide cover for Estates Main Reception duties including:

Greeting visitors / contractors, signing in and issuing security passes



Answering the telephone, taking messages and dealing with any enquiries (both internal & external callers)



Dealing with deliveries to the department or redirecting as appropriate



Ensuring basic supplies of paper, printing cartridges, essential stationary, signing in paperwork etc and replenishing / reordering as required



Collating, processing, scanning and filing timesheets



Distributing Estates Daily Updates and Weekly Weekend Working Updates



Placing Capital orders via the Trust ordering system, liaising with requisitioners and approvers to ensure orders are placed in a timely and efficient manner



Placing uniform orders on behalf of Linen & Laundry Manager



Updating and monitoring the ordering spreadsheet



Scanning and saving orders in the correct folders.



Monitoring and supporting with the uniform request inbox



Monitoring and supporting with the Estates inbox



Maintaining filing systems for order paperwork



To act as Fire Marshall for the Estates Department