Estates Administration Assistant inWakefield inWakefield PUBLISHED
WED 6 NOV 2024
The successful candidate will also handle administrative tasks such as managing queries through telephone and email, logging jobs in the helpdesk database, and assisting with project management activities. An emphasis is placed on maintaining professional standards, promoting equality and diversity, and contributing to a fair workplace culture. The role requires active engagement with ongoing developments within the Trust and a commitment to personal and professional growth.
The post holder will be required to carry out the development of and improvement of efficient and effective office and administrative systems.Compile and provide reports as required in connection with performance monitoring, statutory compliance and estates expenditure.
To pursue system compliance requests / invoices and certificates to maintain up to date records.Arrange and attend meetings as appropriate to take minutes for the Estates Management Team.
Act as the focal point of the co-ordination of information to support the Estates Function and Contract Manager in Procurement Department.
Preparation of Purchase Orders for authorisation and the pursuance of outstanding orders and invoices with both internal and external customers.
Compile and provide reports as required in connection with performance monitoring and expenditure.
Check invoices received from contractors/suppliers for validity and accuracy, applying financial codes and processing for payment authorisation.
To establish and develop good working relationships at all levels and in all disciplines throughout the trust as appropriate to facilitate the roles of the department.
Assume responsibility for keeping oneself informed of developments with the Trust.
Key Relationships with Estates Staff, Contractors, Suppliers and NHS Trust Staff.
Promote and protect the equality, diversity and rights of others and assist in the promotion of a fair and just culture by being open, honest, supportive and respectful to others.
Contributing to the development of and improvement of efficient and effective office and administrative systems.
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To establish and develop good working relationships at all levels and in all disciplines throughout the trust as appropriate to facilitate the roles of the department.
Assume responsibility for keeping oneself informed of developments with the Trust.
Key Relationships with Estates Staff, Contractors, Suppliers and NHS Trust Staff.
Promote and protect the equality, diversity and rights of others and assist in the promotion of a fair and just culture by being open, honest, supportive and respectful to others.
Contributing to the development of and improvement of efficient and effective office and administrative systems.
Act as the focal point for the co-ordination of information to support the Estates function and other specified areas within logistics.
Provide information to FM and Project and Property Managers as required.
Demonstrate a commitment to personal and professional development to ensure that quality standards are maintained.
Arrange and attend meetings as appropriate to take minutes for FM and Project and Property Management Team.
Act of Estates lead and administrator for the YAS Intranet PULSE App.
Receive incoming telephone calls, manage queries or take messages as appropriate.
Work with the Property and Project team to pursue quotes and complete any administration work required.
Update and report back to clients and contractors on job/projects progress and completion.
Log calls/jobs on the helpdesk database utilising helpdesk software. Calls/jobs may be received by telephone, facsimile, email or in person.
Communicating with staff on site of impending works and providing notices in advance.
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