Estates Helpdesk Administrator

Overview

There is a position to join the Help Desk team providing a triage service to our customers. The team answer calls and requests through a CAFM system, prioritising and ensuring patient safety is never compromised. The administrator may encounter complex requests and should remain calm and focused. 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.

Responsibilities

• 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 Trusts 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.
• Provide high quality and accurate records, including databases, trackers, and spreadsheets.
• Facilitate meetings, accurate minute taking and recording action logs.
• Deliver a customer focused service delivery model with excellent organisation and communication skills; have the ability to be solution focused and have a broad knowledge across Estates and Facilities functions to ensure a high quality, effective service.
• Be the initial point of contact for the wider trust to log reactive maintenance tasks via the Help Desk (portal/ telephone/ email).
• Be responsible for processing on-call timesheets 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.
• Be responsible for being a single source of reporting of Estates information via CAFM.
• Support the management of the Trust’s ACT system and associated processes via the Help Desk.
• Facilitate meetings and compile agendas upon request; take and produce meeting minutes and action lists, and follow up on action points; collate and distribute all relevant documents.
• General Administration and Office Duties: work flexibly to cover all administrative areas as requested by line manager; proactively identify potential issues or risks that may compromise department operations and escalate; ensure appropriate handover of any outstanding administrative procedures related to the department; complete word processing, typing letters, memos and filing duties.

What we offer

• 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; you are encouraged to ask the recruiting manager what is possible for this role and you will have the opportunity to apply for a flexible working request from the first day of employment
• Join our Staff bank
• What is Staff Bank? Our NHS staff bank hires clinical and non-clinical healthcare professionals to take on shifts at our trust hospitals and community settings; we maintain our own bank of specialist staff to ensure safe and effective care at all times.
• All permanent staff are automatically enrolled onto the staff bank; this does not mean you have to work additional shifts, but the option is there if you wish.
• If joining our Trust in a fixed term role, indicate on New Starter Paperwork that you wish to join our staff bank.

Notes

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 and be the initial point of contact for the wider trust to log reactive maintenance tasks. To be responsible for processing on-call timesheets and being the single source of reporting of Estates information via CAFM. Calls taken on the Help Desk will require detailed knowledge and judgement to determine prioritisation to meet service and response time performance standards. The post holder must ensure that urgent tasks are identified and brought to the relevant Estates Engineering Officer / Maintenance Manager.