Job Description

Are you a proactive and dynamic administrator?

Are you able to multitask and deal with queries in an efficient and professional manner?

Are you able to work in fast paced service demonstrating excellent communication skills and flexibility?



If you answered yes, we've got the perfect role for you



We are looking for an enthusiastic, motivated administrator, who demonstrates good interpersonal skills to join the Estates & Facilities team. This is a varied role so we are looking for someone who is able to organise and manage their time effectively to meet a variety of deadlines.



The role will include, but not limited to, administration of the MCH Estates helpdesk function acting as the point of contact for services to log maintenance issues and requests ensuring all sites are kept in a good standard of repair and remedial actions are completed in a timely manner.



To collate documentation ensuring compliance standards for all sites occupied are met and documented evidence is retained. Ensure any remedial actions to bring up to the mandatory standards are completed in a timely manner.



To work closely with Estates team to ensure requirements are identified and understood. Administer FM contracts, relating to window cleaning, pest control, drinking water, security etc.



To work flexibly to assist the receptionists, estates team, service managers and staff with issues that arise, escalating where necessary.



So what else?



This is your chance to join a progressive and innovative service in a social enterprise that is patient and staff focused - you'll even have the opportunity to become an MCH shareholder.



We encourage staff to get involved in exploring new ways of working and service development.



We'll provide well established, in-service training, one to one supervision, and appraisals with regular support.



You'll be able to develop your skills in a friendly and supportive team.



Would you like to work flexibly? In the NHS, we are reminded every day of how important work life balance is. As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us, for our patients and for you. Speak to us about how we might be able to accommodate a flexible working arrangement.



The small print



Informal visits can be arranged on request.



We will offer you the choice of two pension schemes; the NHS Pension scheme and the scottish widows group pension scheme.



MCH encourages all staff to be double COVID vaccinated to protect themselves, their colleagues, their family and their patients.



To provide administrative support to the Estates Helpdesk function to ensure planned, remedial and reactive maintenance jobs are logged on the portal and followed up ensuring the job is completed in the agreed parameters. Where necessary, liaise with contractors on site, logging further work.



Provide administrative support, by updating the Compliance spread sheet, u ndertaking data collection and maintaining compliance database, contacting internal and external landlords / estates departments for documentation as required. To liaise with Estates & Facilities Managers on compliance documentation.



Completing and updating the asset database, tracking equipment for servicing, ensuring asset lists are accurate at all times. Process salary sacrifice lease car applications, raising PO's on SBS, receipting invoices for payment including monthly reconciliation of fuel account. Ensure all business use vehicles are up to date with Servicing, RFL and MOT schedules. Process DVLA checks annually for staff using business vehicles.



Assist the wider team to carry out service moves to assist with space utilisation. Provide administrative support with room bookings and delivery of soft FM contracts.



To attend department meetings as required, taking notes where necessary.



1. Communication and relationship skills



To communicate clearly by phone, email or in person with service users, colleague, staff and patients in a professional and courteous manner.

Deal effectively with internal and external enquiries demonstrating excellent communication and customer care.

To provide active support to the estate team assisting with calls or situations of a difficult and demanding nature, defusing potential issues.

Deal with potentially complex, sensitive or confidential enquiries from patients, staff and the public.

Ability to work as part of a team and be self-motivated.



2. Knowledge, training and experience



GCSE standard or experience of a range of office procedures / customer care.

Advanced knowledge of Microsoft office applications.

Work with minimum supervision.



3. Analytical and judgement skills



Independently deal with routine business matters and ensure that issues of concern are forwarded appropriately.

Prioritise workload, identifies problems/issues and supports finding a suitable solution.



4. Planning and organisational skills



Work flexibly to maintain cover within the service / organisation.

Ability to prioritise demands when working on more than one task.

Deal with sensitive and confidential information in a respectful and informative manner.



5. Physical skills



Advanced keyboard skills for regular use of computer systems.

Use various office equipment.

This post requires travel between locations to carry out your work and to attend training and meetings.



6. Responsibility for patient / client care



Provide non-clinical advice and information to patients, carers, relatives or staff either face to face, over the telephone or by other means.

Deal with service user queries and equipment/service issues.



7. Responsibility for policy and service development implementation



Responsible for ensuring that organisational policies and procedures are adhered to.

Contributes to changes and updates of polices / procedures in own area of work.



8. Responsibilities for financial and physical resources



Manage and ordering of stock / office stationery / equipment.

Ensure value for money when procuring goods and services.

Maybe required to issue / take responsibility for equipment used by self and others.

Basic maintenance of physical assets including set up and repairs.



9. Responsibilities for human resources (HR)



Responsible for acting within policies related to Human Resources.

To actively participate in MCH appraisal system identifying personal development needs and plans.



10. Responsibilities for information resources



Create or format databases / spread sheets / publications utilising appropriate IT systems.

Follow all information governance procedures and maintain records to build an audit trail where necessary.

Management of information either electronic or paper based.



11. Responsibilities for research and development (R&D)



Will be required to undertake surveys and audits when requested in own area of work.

Participate in non-clinical audits upon request providing relevant information if requested.



12. Freedom to act



Plan and organise own workload using own initiative, escalating to manager when required, guided by defined policies and procedures.

Take reasonable care of your own health and safety and your work place.



13. Physical effort (refer to effort factor questionnaire)



14. Mental effort (refer to effort factor questionnaire)



15. Emotional effort (refer to effort factor questionnaire)



16. Working conditions (refer to effort factor questionnaire)