Estates Scheduler inSouthampton inSouthampton PUBLISHED THU 21 NOV 2024

University Hospital Southampton NHS Foundation Trust is delighted to offer a fantastic opportunity to work with us.

Please note this vacancy is only open to applicantsfrom Hampshire & Isle of Wight NHS system, which is limited to Hampshire and Isle of Wight ICB, Southern Health FT, Portsmouth Hospitals University NHS Trust, Isle of Wight NHS Trust, University Hospital Southampton FT, Solent NHS Trust, South Central Ambulance Service or Hampshire Hospitals FT.

Please see below for a detailed job description of the role.

This is a fantastic opportunity to be part of an expanding and key team within the Estates Maintenance function with our primary function being to service the hospital and ensure repairs are actioned quickly and effectively.

This role will be working closely with the team supervisors, mechanical, electrical and building mainly focusing on electrical team admin. You will be required to schedule works both reactive and planned, file worksheets, input data and raise PO requests.

Training and support will be provided where needed but ideally, you will have experience in this already. Knowledge of a maintenance environment is ideal along with a healthcare setting. At times this can be a fast-paced and demanding role due to the nature of the establishment.

Communication is key having to work alongside colleagues and support as well as being organised and precise. You will be required to cover the helpdesk at times so a good phone manner is needed.

About us

General Duties

• To provide clerical/administrative support including data input, assisting with photocopying, filing, typing, preparing and retrieving files and distribution of mail.
• Ensure that accurate records, both manual and electronic, are maintained and appropriate action is taken in a timely manner.
• Provide reception services as required, and ensure that departmental telephone calls are answered in accordance with Trust policy. Courteously and efficiently dealing with these enquiries in a timely and efficient way referring as appropriate.
• Accurate and timely data input, collect and provide statistical information as required.
• Ensure adherence to standard operating procedures at all times, highlighting to a Team Leader any situations where this is not achievable.
• Assist in the arrangement of meetings and appointments relevant to the role, attend meetings as required and produce actions/minutes as required.
• Deal with concerns/complaints as appropriate, immediately escalating where necessary to the appropriate Team Leader for action.
• Work closely with and maintain excellent communication channels with both clinical and administrative staff.
• Ensure electronic systems are kept up to date as required; ensuring that information entered onto the system is in line with the Trusts data quality standards.
• Order stationary as required.
• If and when required provide cross-cover for other staff across the Trust to ensure a consistent and effective service is maintained at all times.
• Utilise paper-light processes where appropriate.
• Proficiently use all electronic systems required for the role, this includes Microsoft Word, Excel, PowerPoint and Teams. Undertake training as required if new technology/systems are introduced, to ensure competencies are maintained and efficiencies of the administrative processes are maximised.

For additional information, please refer to the job description and person specification.