Job summary
This role will actively support all administrative processes in connection to Property, Private Finance Initiatives (PFI) and Capital Planning related tasks for a large Mental Health and Community Services property portfolio across Essex, Bedfordshire and Luton.
Main duties of the job
The post holder will be expected to:
To hold Super User status, responsible for manage data relating to the Trust's Property portfolio on the Trust's adopted Computer Aided Facilities Management (CAFM) system, which will support the management of the Help Desk function
To act as the point of contact for the wider Trust for all Property (tenure) related queries
Support the delivery of a comprehensive and coordinated Estates Strategy Programme and Capital Plan
Work flexibly within a small team of pooled administrators, providing efficient and effective administration relating to the financial aspects of the department functions, such as raising purchase orders and receipting invoices.
To provide high quality and accurate records including databases, trackers and spreadsheets.
To be responsible for facilitating meetings, including accurate minute taking, records and action logs.
About us
EPUT are looking for motivated staff who shares our Trust values of Care, Learn and Empower. In return, EPUT can offer you a range of benefits and development including;
- 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. We offer many options and you are encouraged to ask the recruiting manager what is possible for this role. If appointed, you will have the opportunity to apply for a flexible working request from the first day of your employment
Join our Staff bank
What is Staff Bank?
Our EPUT NHS staff bank is an entity managed by the trust that hires clinical and non-clinical healthcare professionals to take on shifts at our trust hospitals and community settings. Here at EPUT we maintain our own bank of specialist staff to ensure that we are able offer safe and effective care at all times.
All our permanent staff are automatically enrolled onto the staff bank however this does not mean you have to work any additional shifts, but the option is there for you if you wish.
If you are joining our Trust in a fixed term role, please indicate on your New Starter Paperwork that you wish to join our staff bank.
Job description
Job responsibilities
Property & PFI Responsibilities
To hold overall authority for the Trusts adopted Computer Aided Facilities Management (CAFM) System, holding Super User status in respect for Property and Capital related tasks ensuring that all data is input and monitored and maintained on the CAFM system (i.e. tenure / occupation / rent)
To develop internal governance processes to ensure that all relevant Property data is captured, accurate and up-to-date, with all departmental parties aware of key property information.
Implement and maintain electronic filing systems and archiving documentation in line with Information Governance Policies and Procedures (including Estates property drawings/CAD)
To act as a single point of contact for all property based information/reports held on the Trusts adopted CAFM system
To ensure full administrative support in respects of internal/external meetings, with heavy emphasis on supporting the PFI Programme. This will require:
o Diary management to ensure full attendance
o Room Bookings / Virtual Meetings
o Circulation of key documents in a timely manner. Due to the frequency of these meetings, there may often be time constraints which will require the post holder to be organised in their day to day approach.
o Accurate and detailed minute taking
o Development of Action Logs and monitoring of actions.
Ensure that confidential and legal documents are handled and stored in the appropriate manager in line with the departments adopted Quality System.
Undertake general procurement raising requisitions, Purchase Orders/Standing Orders relating to property matters ensuring that the Trusts approved Standing Financial Instruction (SFIs) are not breached. Where appropriate to obtain quotes for various goods and services.
Ensure that important literature/information is circulated throughout the department in respect of the Trusts property portfolio
To support the collection and monitoring of information relating to Property and Space, ensuring that information is accessible for the premises Assurance Model (PAM) and Estates Return Information Collection (ERIC)
Capital Projects
To support the administration of the Trusts Capital Team including gathering the necessary data to complete the monthly capital reports
The keep the Trust Capital approved source list up to date
To work across disciplines including Compliance-Backlog Manager and Patient Safety in response of planned or completed Capital works including elements of patient safety mitigations
To ensure full administrative support in respects of internal/external meetings, with heavy emphasis on supporting the Capital programme including User Groups. This will require:
o Diary management to ensure full attendance
o Room Bookings / Virtual Meetings
o Circulation of key documents in a timely manner. Due to the frequency of these meetings, there may often be time constraints which will require the post holder to be organised in their day to day approach.
o Accurate and detailed minute taking
o Development of Action Logs and monitoring of actions.
To undertake general office duties for the department as and when required and as directed by the Business Support Manager (Estates and Facilities)
o Dealing with telephone enquiries (internal and external) and correspondence on behalf of department managers
o Photocopying, printing, scanning and laminating documents
o Taking messages and issuing them to appropriate staff
o Maintaining a tidy and pleasant environment within the work area
o Undertake Stationary ordering for the department (including Estates, Facilities, Property, Projects and Compliance) in the absence of the Information Manager
Person Specification
Education / Qualifications
Essential
- oBusiness & Administration NVQ Level4/Diploma Equivalent
- oECDL or equivalent experience of Word, Excel , Power point and Access.
- oEducated to degree level or equivalent or able to demonstrate knowledge and experience of a range of administrative procedures and policies acquired through training and experience
Knowledge
Essential
- oDetailed knowledge of office systems, office functions, invoicing, procurement, data management, electronic and paper based filing systems.
- oSignificant experience in an admin or clerical role.
Desirable
- oUnderstanding of recharging mechanisms
- oKnowledge of Integrated Estates and FM Helpdesk software systems.
- oKnowledge of Estates and FM services.
Skills/Experience
Essential
- oLiterate in IT/Computer Skills
- oGood oral communication skills based on fluency on the English language
- oAble to effectively prioritise own workload
- oConfident and effective communicator with good verbal and written skills.
- oGood standard of numeracy GCSE or equivalent.
- oGood level of tact and diplomacy.
- oAble to make decisions when faced with multi- stranded and conflicting data.
- oAble to produce good quality reports with recommendations based on data analysis and within tight timescales
- oThe post holder will be able to deliver all work outputs to a high quality commensurate with professional status.
- oAble to make sound judgments based on analysis of complex data.
- oAbility to take high quality minutes of meetings.
Personal Qualities
Essential
- oEnsures that the organisational values of open, compassionate and empowering are demonstrated by self and others every day and that any matters of concern are addressed in a timely way, either directly; or raised with the relevant Line Manager; or through the relevant processes within the Trust as appropriate.
- oAble to deal effectively with frequent exposure to distressing or emotional circumstances including dealing with challenging behaviour.
- oTo have a flexible attitude and be able to function as part of a team.
- oAble to use initiative and have the ability to understand when to refer matters to line manager.
- oCommitment to equal opportunities.
- oCommitment to providing improvement to services for patients.
- oCommitment to providing high quality customer focused services.
- oAble to relate and adapt to the perspective of others
- oCalm and rationale approach to situations where conflict is likely.
- oClarity of thought and able to present ideas
- oCommitment to own personal development.
- oProven ability to achieve targets and objectives within a demanding and pressured environment against challenging deadlines.
- oAble to effectively prioritise and multi-task and continue to function to a high standard when under pressure.
Additional Qualities
Essential
- oFitness Analysis as appropriate
- oAdvanced key board skills enabling the production of reports, presentations, diagram, correspondence, spread sheets and other standard documents.
Corporate
Essential
- oFull UK Drivers Licence
- oAbility to Travel across Trust sites as required
Disclosure and Barring Service Check
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website .
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants .
Employer details
Employer name
Essex Partnership University NHS Foundation Trust
Address
Pride House, Laindon
Laindon
SS15 6EA