Job overview

An exciting opportunity has arisen to work within the Estates and Facilities department at Sussex Community NHS Foundation Trust, providing quality work in short time frames. We are looking for a full time Administrator who is hard working, committed, and thrives in a team environment.

Main duties of the job

You will be required to manage meetings and take minutes, assist with the day to day management of the Trust’s dedicated Waste Services helpline, prepare routine activity reports for departmental services, and assist with general administrative tasks for the entire directorate.

For more information regarding this varied job opportunity, please see the job description and person specification.

Working for our organisation

  • Positive 2020 NHS Staff Survey results
  • The Care Quality Commission (CQC) rates our quality of services as good with outstanding features
  • Stunning locations in Sussex, surrounded by the South Downs and the coast
  • A great working environment in the community, in patients’ homes and our
    community hospitals
  • Excellent training and development opportunities
  • Real Living Wage Employer, with great rates of pay
  • Flexible working options, including job sharing, annualised hours, career breaks, parental leave and adoption leave
  • Supportive team environments
  • Cost-effective and convenient workplace nurseries
  • Thriving BAME, Disability and Wellbeing, LGBT+ and Religion and Belief staff networks
  • Accredited Level 3 Disability Confident Leader, committed to creating inclusive workplaces

    • Detailed job description and main responsibilities
    General Administration

    1.1 Produce high quality typing/word processing, photocopying, filing and document retrieval.

    1.2. Draft routine responses to enquiries.

    1.3. Effectively screen and courteously answer incoming calls, take clear and accurate messages.

    1.4. Welcome courteously visitors to the department.

    1.5. Ensure timely sorting, opening and daily distribution of post/faxes and other literature.

    1.6. Arrange meetings and catering requirements when necessary.

    1.7. Assist with the day to day management of the room bookings mailbox for BGH venues.

    1.8. Manage diaries for the Estates and Facilities managers, resolving conflicting appointments and schedules.

    ESTATES ADMINISTRATION

    1.9. Carry out and ensure accurate and timely registering, processing and filing, in particular with regard to Project Files, Project Control Forms, Purchase and Services Orders.

    1.10. Provide and ensure efficient administrative support to the Estates Operational Team. To carry out duties such as weekly PPM runs, collating maintenance performance and medical devices reports, mileage sheet administration, sickness reporting and recording and annual leave recording.

    1.11. Retrieve requests for accommodation from the PULSE on a daily basis and add to the accommodation schedule (Excel spread sheet).

    1.12. On receipt of accommodation request email to the service the property department detailed version (Excel spread sheet) for completion by the service.

    1.13. Keep property team apprised of accommodation requests.

    1.14. Assist with placing purchase orders, tracking progress and maintain reporting mechanism. To assist the Estates Accounts Administrator in routine faxing, filing and the photo copying of invoices and any other necessary supporting tasks.

    1.15. To take, transcribe and type up meeting minutes as and when required, such as site meetings and regular Estates meetings.

    1.16. To carry out data inputting onto various computer databases as required.

    1.17. To assist in supporting the Estates Maintenance Helpline as may be required to cover for periods of holiday and sickness.

    1.18. Prepare and submit documents onto the e-tendering system with documentation management of the process in liaison with the Project/Estates Manager.

    1.19 Provides advice, or demonstrates own activities or workplace routines to new or less experienced employees in own work area.

    1.20 Processing ID badge requests.

    ENVIRONMENT & LOGISTICS ADMINISTRATION (WASTE SERVICES)

    1.19. Responsible for the Trust’s dedicated Waste Services telephone line and email account and provide the first point of contact for all waste management enquiries from Trust staff and patients.

    1.20. Arrange home patient waste collections and maintain a database of patients, collections and associated issues log.

    1.21. Support the Environment & Logistics Team to monitor services, identify and investigate issues and resolve queries.

    1.22. Maintaining records for compliance purposes, i.e. audit and hazardous waste registration information.

    1.23. Have direct contact with patients, staff and outside agencies while dealing with the administration of SCT waste management.

    1.24. Assist Environment & Logistics Team in dealing with any complaints or potential complaints swiftly.

    1.25. Assist the Environment & Logistics Team in preparing routine activity reports.

    1.26. Handle staff and patient enquiries efficiently, courteously and in a timely manner.

    1.27. Support the wider Estates & Facilities team by carrying out administrative duties such as letter writing, copy and audio typing of letters and forms, photocopying, faxing, bookings for meetings, minute taking and any other administrative duty that is in line with position.

    1.28. Be aware of and work within SCT policies and procedures, in particular information governance and patient confidentiality.

    Person specification

    Qualifications
    Essential criteria

  • NVQ Level 3 – Business and Administration or equivalent
  • RSA 3 or similar qualification or equivalent

    • Desirable criteria

  • ECDL qualification or equivalent

    • Experience
    Essential criteria

  • Previous experience of working in an administrative and reception environment
  • Demonstrate knowledge of electronic booking systems / databases
  • Experience of dealing with the general public

    • Desirable criteria

  • Previous experience of working within the NHS or Health and Social Care environment

    • Skills and Knowledge
    Essential criteria

  • Good written and verbal communication skills, including a good standard of literacy
  • Computer skills and IT Systems – Microsoft Word, Excel and booking systems / databases
  • Able to undertake copy and audio typing
  • Advanced keyboard skills
  • Ability to work in a team with professionals and patients, including other disciplines
  • Ability to use initiative and prioritise work-load to work to deadlines
  • Ability to handle working in a busy environment
  • Professional and organised individual
  • Communicating with staff, patients and external contacts with tact and diplomacy
  • Communicate complex information effectively at all levels, face to face and by telephone
  • Ability to work autonomously, seeking ad-vice when appropriate
  • Experience of diary management
  • Reliable with good time keeping
  • Excellent interpersonal skills
  • Committed to Continuing Professional Development

    • Other requirements
    Essential criteria

  • A deep understanding of the principles of equal opportunities as it relates to staff and patients and able to demonstrate personal commitment to chal-lenging discrimination and promoting equalities

    • This post may close earlier than the published closing date if sufficient applications are received.

    Correspondence relating to this vacancy will be conducted electronically. If you have not heard from us within two weeks please assume that your application has been unsuccessful on this occasion. Please ensure that you check your emails, including your junk folder, on a regular basis. References will be requested electronically as well; please ensure you provide correct contact details for referees.

    Employer certification / accreditation badges
    Documents to download

  • JD ( PDF , 738.5 KB )
  • PS ( PDF , 738.5 KB )
  • Staff Benefits Brochure ( PDF , 484.5 KB )