Job Description

Job Description

Job Title: Administrative Support - Estates & Facilities Department

Reporting to: Estates & Facilities Manager

Salary: 30hrs - £18,839.91

To provide administrative support to the Estates and Facilities Manager to help achieve an effective and dynamic estates and facilities service at the hospice.

The post holder is responsible for administrative and information management within the department under the supervision of the Estates and Facilities Manager.

Key Tasks / Duties and Responsibilities:

• Day to day communication with hospice staff, contractors, suppliers and other external agencies working with the Estates and Facilities department, to include rota planning.
• Maintenance of filing systems, minute taking, typing and general secretarial support.
• Responding to enquiries in a timely and supportive manner.
• Ordering supplies including patient consumables, catering supplies, stationery and equipment as instructed by authorised managers as part of hospice procurement.
• Maintain accurate records within the electronic and manual systems used at the hospice, for staff and contractors.
• Participate in the development of new systems of work to improve the day to day management of the Estates and Facilities Services.
• To maintain good working relationships with the hospice team of staff and volunteers working across the organisation.
• Participate in inspections and assessments made of the hospice by regulatory bodies including the Care quality Commission, Environmental Health and the Health and Safety Executive. Providing records and information as requested.
• Day to day administration of office equipment including franking machine (order supplies, update funds, install updates, display Royal Mail posters, help staff with franking of their post) and fax machines (resolving faults, changing toner cartridges etc.)
• Maintaining database of Contractor records, to include public liability, insurance, service agreements.
• Designated person for verifying and processing of staff DBS forms, attending DBS training and keeping up to date with any changes of DBS policy.
• Raising Purchase Orders for Estates & Facilities department, managing the invoice process

Skills and Experience:

• Previous experience in an administrative role
• IT literate and ability to use full Microsoft Office Suite
• Approachable and adaptable with a flexible approach to work
• Experience in organizing rotas for multiple teams.
• Previous experience in managing contractors, servicing, planned maintenance and record keeping.

General:

• To work as a positive team member at all times.
• To undertake appropriate personal development whilst maintaining and developing skills/ knowledge as determined by an annual review; subject to the availability of resources.

Other

• To monitor own role and function within the Hospice and to monitor own objectives set.
• To undertake and comply with training.
• To comply with all Mary Stevens Hospice Policies and Procedures.
• Any other duties and responsibilities commensurate to role and experience.

This job description is not exhaustive and the nature of the Hospice requires that you are flexible in your approach to work and you may be required to undertake such reasonable additional duties as is required from time to time.

Signature:

Date:

Name:

Person Specification: Administrative Support - Estates & Facilities Department

Essential

Desirable

Education/Qualifications

• Good level of general education

Previous Experience

• Previous experience in an administrative role

• Experience of supplies management and purchase ordering

Skills, Knowledge & Abilities

• IT literate and ability to use full Microsoft Office Suite
• Good communications skills
• Experience of minute taking
• Evidence of good organisational skills, to include rota planning
• Managing contractors and service records

Attitudes, Aptitudes & Personal Characteristics

• Flexible approach to work
• Good interpersonal skills
• Ability to work independently and as member of the team
• Ability to plan workload of self and others
• Approachable and adaptable
• Prepared to undertake own training and development necessary for the role
• Proven record of reliability

Job Type: Permanent

Salary: From £18,839.91 per year

Benefits:

• Additional leave
• Bereavement leave
• Canteen
• Casual dress
• Cycle to work scheme
• Employee discount
• Flexitime
• Free parking
• On-site parking
• Sick pay
• Wellness programme

Schedule:

• Flexitime
• Monday to Friday

Ability to commute/relocate:

• Stourbridge, DY8 2JR: reliably commute or plan to relocate before starting work (required)

Experience:

• Contract management (preferred)

Work Location: One location

Application deadline: 31/03/2023
Reference ID: MSHADMIN

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