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Location

Brighton, East Sussex | United Kingdom

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Job description

Band 3

Job summary

To assist in the running of the Estates helpdesk, including provision of an Efficientand comprehensive administrative/secretarial service to the Estates managers, maintaining confidentiality at all times. The role holder is expected to work largely unsupervised, using their own initiative and be able to plan and co-ordinate multiple tasks. A key element of the role is customer care and maintaining strong relationships with all stakeholders.

Main duties of the job

• Maintain the operation of the helpdesk, raising and closing work orders.
• Act as point of contact for staff to report absence / sickness and submit the daily reports accordingly.
• Liaise with in house maintenance staff to ensure all work is carried out, and work orders signed off in a timely manner.
• Run monthly reports on outstanding work orders and individual staff productivity.
• Input data and review electronic diary to monitor all annual leave.
• Ability to empathise and offer reassurance when dealing with upset/angry staff/property tenants.
• Assist Estates managers with audits / surveys. Compiling data to create and develop and maintain accurate Excel spreadsheets.
• Monitor office consumables
• Provide support to Estates colleagues throughout the Trust.
• Ensure that visitors / contactors are appropriately signed in and inducted, providing information and assistance as appropriate.
• To ensure that any issues that may affect service delivery are reported to the Estates Managers.
• Apply existing Trust Policies and Procedures and support the development and implementation of any new administrative policies and procedures within own work area.
• Any other duties in line with the grade and scope of the post

About us

Sussex Community NHS Foundation Trust (SCFT) is the largest community healthcare provider in Sussex.

• Over 8,400 full time, part time and bank staff members
• Medical, nursing and therapeutic care provided to over 10,000 children and adults a day
• July 2018 Care Quality Commission (CQC) rating of 'Good' with 'Outstanding' features
• Flexible working patterns offered across all services
• Thriving BAME, Disability and Wellbeing, LGBT+ and Religion and Belief staff networks
• Accredited Level 3 Disability Confident Leader

SCFT is an inclusive employer that promotes equality and challenges discrimination, and welcomes applications from people of all backgrounds. Applications from Black, Asian and Minority Ethnic (BAME) candidates, disabled candidates and LGBT+ candidates are particularly encouraged, to ensure the Trust's workforce reflects the diverse communities it serves.

Job description

Job responsibilities

To undertake a range of administrative/secretarial and coordination tasks for the Estates managers and maintain effective functionality of the estates helpdesk.

Act as initial point of contact for the Trust on Estates services matters.

Action enquiries appropriately using own initiative within scope of delegated authority referring to an appropriate Manager when necessary.

Provide professional accurate information to the Estates management team and Trust Managers as requested.

To develop an effective filing system for Estates information, property records, service contracts, service information etc. in both hard copy and electronically. Review and update on a regular basis, suggesting and implementing system improvements where appropriate.

Person Specification

Qualifications and/or professional registration

Essential

• Good standard of education with literacy and numeracy skills
• Courses/further study attended to demonstrate personal development

Desirable

• NVQ level qualification or equivalent experience

Experience

Essential

• Proven experience in an admin office environment
• Experience of working to deadlines

Desirable

• Experience of extracting management information reports from a database and presenting information and knowledge in user friendly formats
• Previous NHS administrative experience

Skills and knowledge

Essential

• Can demonstrate a forward-thinking approach
• Able to prioritise and manage large conflicting Workload
• Ability to work under pressure
• Proactive and able to work on own initiative
• Ability to communicate with staff at all levels effectively using a variety of media

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.

Certificate of Sponsorship

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 (Opens in a new tab).

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 (Opens in a new tab).

Employer details

Employer name

Sussex Community NHS Foundation Trust

Address

Brighton

Elm Grove

Brighton

BN2 3EW

Employer's website

(Opens in a new tab)

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Job tags

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Salary

£21.73k - £23.18k per annum