The ideal candidate will possess excellent organisational skills, flexibility, and the ability to take initiative, while also being capable of working independently with minimal supervision. They will contribute to the smooth operation of facilities management systems, support maintenance requests, and provide advice to staff and contractors to ensure compliance with safety standards. Overall, this position is geared towards fostering professional development in an environment that values education and training.
We are looking for a highly organised individual to join our exceptional Building Department within Estates Services at the Royal Preston Hospital?.
As a Trust, we are committed to promoting and encouraging professional development . We provide an environment where individuals with relevant experience can further their careers through education and training ??.
You will liaise with various suppliers and finance departments to handle orders, invoice queries, and payments ?. Effective organisation and management of your own workload will be crucial, and you will also support the Front of House maintenance team. ?
You will provide efficient secretarial and administrative support to the Operational Estates Management Team, ensuring smooth operation of the Estates Information Database systems. This includes processing financial, procurement, and asset data, as well as maintaining a Contractor CIS database. You will be responsible for running, formatting, validating, and issuing final invoicing data for contractor and supplier payments. While you will be accountable for your own actions, you will be expected to manage your workload independently, with minimal supervision.
Demonstrating excellent organisational skills, flexibility, and the ability to take initiative, you will uphold consistently high standards of professionalism. You will report directly to the Estates Building Services and Contracts Manager, who will oversee the provision of a comprehensive range of secretarial and administrative functions supporting the Operational Estates Management Team.
All duties and responsibilities must be carried out in line with the competency levels defined in the SKSF outline for this role. Additionally, all staff are expected to adhere to the Trust's core values and behaviours.
About us
- Ensure that the Facilities Management, (FM First), andMobile Task Management Systems are kept up to date andaccurate in terms of calls logged and completed, and thatnotes and supporting documentation are added to thesystem as necessary ensuring job feedback.
- Running off monthly activity reports in respect ofperformance for both reactive and planned maintenancework.
- Help plan and set up all preventative maintenance, (PPMs)jobs, both statutory and non-statutory.Respond to difficulties and faults raised by customers andusers of the Facilities Management Software systems.
- Organise priorities and deal with maintenance requests,providing call logging, analysis and resolution services forservice users in relation to all estates issues.
- Provides an efficient telephone helpline service, dealingwith requests from customers/clients for a range of servicesdelivered by the Directorate, i.e. building, engineering,waste management etc.
- Liaises with various Suppliers/Finance regarding raisingorders, invoice queries, payments etc.
- Processes stock/non-stock requisitions via Oracle system.
- Ensure adequate stationery stock levels are available andkept secure for the department.
- Ensures that monthly Staff Attendance Record is accuratelyrecorded and submitted within Health Roster in thenecessary timescales, including the coordinating ofadditional hours, on-call hours etc. for all departmental staff.
- Organise and keep up to date all departmental trainingrecords
- Provides training and mentorship to new starters andcolleagues as required, which includes discussion,explanation, shadowing and practical demonstration
- Manages correspondence within the department, openincoming mail, sort, collate and arrange distribution.
- Arranges meetings and manages appointments.
- Word processing of contract and other documents inaddition to general correspondence.
- To assist in the production of reports and carries out filing,photocopying and laminating of documents.
- Manages and develops filing systems within the department
- Develop and maintain effective working relationships withmanagers, colleagues, contractors and trust wide serviceusers.
- Provide managerial, technical and operational advisorysupport to the maintenance staff and contractors to theTrust.
- Provide operational advisory support to Trust staff andmanagers to ensure compliance with all safety standardsand procedures
- Replies to routine correspondence on behalf of themanagement team, prepare agendas, take formal minutesat meetings for distribution to external and internal contacts,research information for reports and pre-meeting briefings.
- Deals with verbal, written and face to faceenquiries/complaints across the range of services (i.e.engineering and building maintenance and general facilityissues) from patients, visitors and staff, in a diplomatic,sensitive and professional manner. Complicatedinformation to be communicated with various internal andexternal contact
Please wait...this will take a moment...
Stand by, we'll show you...