Facilities Administrator

The post holder will be required to develop relationships with but not limited to:

Internal relationships with colleagues with Estates & Facilities Directorate

Clinical Colleagues and other stakeholders

External organisations

Your normal hours of work will be 09:00 - 17:00 Mon - Fri. You will need to be flexible to fit in the with the dynamic nature of the work.

The role will require the candidate to occasionally commute to support Facilities Management at any of the community sites, part of Whittington Health NHS Trust.

This job profile is intended to provide an outline of the duties and responsibilities of this post and may change from time to time by agreement of the Manager and the post holder.

Main duties of the job This role within the administrative team in Facilities Department is to support the smooth running of the department.

To provide a comprehensive and effective administrative support service to the Facilities Department.

The role of Facilities admin is to provide support to the Head of Facilities and the senior management team including diary management. Organising meetings and providing the resources needed to ensure that meetings are properly resourced and serviced.

About us Whittington Health serves a richly diverse population and works hard to ensure that all our services are fair and equally accessible to everyone. Nowhere is this more obvious than in the way we look after our staff. We aim to employ a workforce which is as representative as possible of this population, so we are open to the value of differences in age, disability, gender, marital status, pregnancy and maternity, race, sexual orientation, and religion or belief. The Trust believes that as a public sector organisation we have an obligation to have recruitment, training, promotion and other formal employment policies and procedures that are sensitive to these differences. We think that by doing so, we are better able to treat our patients as well as being a better place to work.

Details Date posted Agenda for change

Band Band 4

£31,944 to £34,937 a yearPer Annum Inclusive of HCAS

Contract Permanent

Working pattern Full-time

Reference number 220-WHT-3159

Job locations Whittington Hospital

Magdala Avenue

London

N19 5NF

Job responsibilities Using knowledge and skills efficiently to deal with mail and other day to day offices duties. To process all incoming and outgoing post in accordance with departmental guidelines. Sorting, date stamping, photocopying and laminating as needed. Faxing documents, receiving and distributing information to appropriate people. Calculating and checking accuracy of invoices and processing for payment

Deal with enquiries and telephone calls effectively and politely, referring calls as appropriate within the Department, including liaising with the Facilities help desk. Using excellent communication skills and initiative to deal efficiently with queries on behalf of staff, managers and other hospital staff.

Communicate with all wards and departments for requests, concerns, problems, using training and initiative to forward to appropriate person in department to deal with. Liaise with all staff within Facilities. Refer calls as appropriate within the Department. Relaying staff messages as required by departmental mangers and team leaders

Some of the employees within Facilities do not have English as their first language so you need to have understanding, tact and co-operation, to be persuasive and patient when communicating with these members of staff.

Dealing with concerns from all other departments including, but not limited to, Finance, Human Resources, Estates and Supplies.

Prioritize workload to achieve efficiency within the Department. Working closely with and communicating effectively with the rest of the Team Leaders and Managers. Report any complaints to appropriate staff.

Directing staff from the rosters to their allocated areas of work when required.

To type letters and management information using advanced keyboard skills and touch typing as required. Responsible for the accurate typing of letters, file notes, statements, management statements of case and memos. Typing signs and notices as required. Updating accident and incident database, staff leavers list and staff names and address database. Update or create departmental job descriptions as directed by the Business Coordinator.

Assisting staff with completion and recording of paperwork to include staff bank account details for finance. Issuing staff with annual leave forms and helping staff to complete them and assisting with Season Ticket loan forms for staff

Relaying staff messages as required by departmental managers and team leaders. Record and maintain individual Facilities staff attendance, sickness-absence, special leave, annual leave and bank holiday onto the electronic recording system and manual systems as required. Updating staff names and address labels for record keeping as required.

Arrange meetings, hold appointment diaries for Team Leaders meeting, liaise with Human Resources and Occupational Health for appointments. Maintain the diary for sickness meetings, Performance and Conduct meetings and occupational health appointments. Updating electronic system regarding staff that are on annual leave, sickness leave, special leave, study leave and appointment leave.

Update the electronic clocking system database and use excel spreadsheets for a variety of purposes e.g. entering staff annual leave, sickness, special leave, bank holiday. Updating the names and addresses and work times and shifts patterns.

Updating weekly pay sheet, entering payroll information such as sickness absence, annual leave, special leave, bank holiday in preparation for the finance department.

Supporting both the Domestic and Portering Managers in relation to recording absences on the Healthroster system

Managing the clinical departments uniform ordering process

Raising and receipting requisitions on PECOS (electronic ordering system)

Recoding mandatory training and staff appraisals on ESR (electronic staff record) system

Finalizing Bank staff hours on a weekly basis to ensure staff are paid accurately and in a timely fashion

Ensure weekly pay sheets are updated and are available for the use of the Team Leaders.

Manage and maintain the use of stationery and other office requirements including computer and photocopying supplies. Ensure all non-stock order forms and stationary order forms are signed off by the relevant manager and forwarded to the relevant department.

On delivery of stores and equipment organise and direct safe receipt of goods, to contact the appropriate person to remove and check them to the storeroom. To countersign advice, note.

To ensure the staff files are created and maintained in accordance with departmental guidelines and to assist with the safe retention, archiving and dealing with dead files. Updating of changes of name and address as required on the database and completing change form.

To maintain and update filing systems. Set-up files and record information of finance/pay report, weekly hours forms, agency staff occupational health, nursing advisors report, agency invoices, non-stock orders, stationery order form, delivery notes, and staff information.

Using excel spreadsheet to record the weekly hours, and the electronic Bradford Factor report for sickness/absence and annual leave reports.

Report IT faults to the I.T. department. Reporting faults, repairs and other faults to the works department and logging the reference number in the logbook.

Responsible for ensuring the printer and photocopier and fax machine are in correct working order, sorting and correcting paper jams as necessary.

Assist with recording information and liaising with outside contractors. Logging pest control complaints and problems and contacting the pest control company in case of emergency.

Occasionally may be required to hold duty managers bleep whilst in a meeting.

To assist with recruitment days assembling packs, photocopying and supporting applicants where necessary.

The post holder is encouraged by the department to attend both personal and professional development activities that have direct influence/impact on the post and its development.

The post holder will be required to participate in mandatory training courses as set by the Trust and staff development review (SDR).

Attend training sessions to develop skills to improve efficiency, to include mandatory training, i.e. Fire Safety and Health & Safety.

To be able to work in an organised, calm, efficient manner in a busy and sometimes difficult environment, which can be both noisy and sometimes uncomfortable temperatures.

To be able to plan and organise the day sometimes working independently to meet the requirement of the job working accurately as there is frequent requirement for concentration as work pattern is unpredictable.

To be able to communicate clearly with all grades of staff, to be polite, professional, flexible and work with the managers as part of a team. Working with a large department with a very diverse staff group occasionally having to deal with staff that may be distressed or confused.

Being a good team player by assisting and supporting colleagues as required, including work experience students.

Be aware of and comply with the Trusts Health, Safety and Risk policies, reporting any issues or concerns to the relevant team leader
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