Estates Administrator in Warwick

Due to a re-organisation of the Estates Department there is a vacancy for an Estates Administrator. 37.5 hours per week. Plus 27 days holiday, plus bank holidays and voluntary pension scheme. The role is Monday - Friday with opportunities for overtime and weekend working. Start and finishing times 8.00 am to 4.00 pm.

The SWFTCS Estates Department provides a comprehensive maintenance repair and installation service of building, grounds, engineering services and associated equipment throughout the SWFT Trust.

Main duties of the job

The post holder will undertake a range of administrative tasks in support of the Estates team within SWFTCS. They will act on their initiative ensuring an effective and efficient service is provided at all times, guaranteeing agreed standards and targets are maintained to ensure a positive and professional service.

Job responsibilities

• The post holder will assist the Estates Admin Officer with the development and delivery of the Estates services delivered by SWFTCS.
• The post holder will assume responsibility for the Helpdesk and actively support the administrative functions of the Estates Department.
• To provide helpdesk support, answering incoming calls and welcoming visitors to the Department following and monitoring a safe system of work procedure.
• Generally, deal with enquiries on all levels, with support from the Estates management team.
• To provide administration and secretarial support to the Estates service, using bespoke ICT systems and Microsoft Office software.
• To ensure that relevant Maintenance staff are informed of urgent requests promptly via mobile phone/two-way radio.
• Support arranging meetings, take notes, transcribe, and circulate if required.
• Data input, data extraction, photocopying, scanning, filing as directed.
• Be responsible for the administration of all contracts for Estates.
• Keep the systems up to date, including contractors attending site opening/closing times, site departmental operational hours, theatre usage, on-call and annual leave.
• Assist with the administration of the space utilisation system.
• To ensure that departmental procedures, company, and SWFT policies are adhered to.
• Support the day-to-day operation of the Estates Helpdesk, including inputting reactive work, allocating work to craftsmen, chasing queries and monitoring work to ensure that set priorities and key performance indicators are achieved.
• Following appropriate training; use technical knowledge to interpret customer requirements, troubleshoot calls, provide advice, and fault resolution on first contact where possible.
• Escalate any Helpdesk queries or complaints relating to the Helpdesk, Estates or services to the manager.
• Arrange contractors' attendance to site as and when required.
• Actively participate with record keeping of all department expenditure including purchase orders, call-off orders and purchase cards.
• Assist in the preparation of quotations and contract variation forms relating to services provided by Estates.

Person Specification

Qualifications

• Educated to CSE/GCSE level, including GCSE English & Maths.
• Minimum of two years' experience gained in office post.
• NVQ Level 2 Administration or equivalent experience/advanced keyboard skills.
• Evidence of continued professional development.

Experience

• Experience of office systems and databases.
• Experience of working in a telephone/office environment.
• Knowledge of good customer awareness/satisfaction.
• Capable of organising and prioritising workload and managing conflicting demands.
• Have organisational skills and experience of working to tight deadlines whilst maintaining accuracy.
• Significant experience and confidence in using a range of office systems and databases/manipulating data on various electronic systems.
• Use of office equipment, photocopier, scanner, etc.
• Demonstrable experience of record keeping.
• Experience of minute taking and meeting support functions.
• Proficient in dealing with complex and sensitive data/information governance matters.
• Experience of producing draft reports and compiling business letters and complex correspondence.
• Working closely with managers and decision makers.

Skills

• Understanding of and commitment to Equality & Diversity.
• Ability to type accurate documents/reports.

Personal Qualities

• Confident communicator who presents and interacts effectively at all levels.
• Confident and enthusiastic approach to work.
• Able to gain trust in a non-confrontational manner.
• Adaptable and able to work as part of a team.
• Professional approach to work.
• Smart and tidy appearance.
• Positive attitude, highly self-motivated and can motivate others.

Other

• Ability to prioritise workloads, meet deadlines.
• Highly organised approach to work.
• Ability to build effective working relationships at all levels.
• Tact, discretion and understanding of the importance of confidentiality.
• Ability to summarise information and key issues.
• Ability to work on own initiative.
• Excellent listening and presentation skills.

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.