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Detailed job description and main responsibilities

Job Summary

The post holder will undertake a range of tasks in support of the Estates Department and act without supervision ensuring an effective and efficient service is provided at all times and that legislative, agreed standards, targets are maintained to promote a positive and professional image. ��

Tasks will include management of Estates administrative support, monitoring external contractors, dealing directly with service users and all administrative duties associated with the delivery of the service.

Provide efficient and timely administrative support for the Director of Strategic Estate Development and Asset Management – dealing with their telephone calls, diary management and filing support.

To manage the comprehensive administrative and secretarial support to Estates, Capital and Hospital Redevelopment as required and to be the lead contact point of the Estates Helpdesk for all departmental supported activities, ensuring that department databases and the flow of data requests appertaining to the Estates ��operational function are dealt with efficiently and effectively.

To provide a link between all staff including Senior Managers and service users ensuring that work is co-ordinated effectively ensuring targets and deadlines are met.

To support the Management team including replying to correspondence and dealing with enquires. During periods of absence carry out duties on their behalf as required.

The post holder will provide comprehensive information regarding Key Performance Indicators (KPI’s) relating to the Helpdesk function and Operational Estates performance.

Duties and Responsibilities

To assume day to day responsibility for staffing issues within the Estates admin team and the efficient delivery of administrative and Helpdesk processes.

To ensure that robust reporting procedures are in place and that departmental procedures and Trust polices are adhered to.

Ensure that appropriate training is undertaken on an on-going basis for all staff. Monitor in-house training opportunities and disseminate these as appropriate. Ensure that staff attend statutory and mandatory training and staff training records are in place and kept up to date.

Responsible for undertaking appraisal of identified staff, including identifying the learning and development needs of individuals in line with company policy.

Ensure Trust systems are updated with accurate personnel records, including timekeeping, overtime, on-call, annual and special leave and sickness absence eg e rostering.

Maintain and update personal development plans for staff.

Daily supervision of all administrative persons involved in the delivery of the service on a day-to-day basis.

To operate and ensure allocated staff are fully trained in line with the company’s policies, procedures and any Standing Financial Instructions.

Communications and leadership

Be responsible for Health and Safety within local area of work. Ensure that risk assessments are carried out and that any incidents relating to Health and Safety are reported and processed according to policy. Ensure staffs are aware of good working practices and appropriate use of all equipment.

Communicate effectively, confidently and if necessary confidentially with all levels of staff including senior managers, Executives and Directors, both internally and externally, on a face to face basis, by telephone, letter and electronically.�� This will include complex and confidential issues e.g.:- assisting in setting up and managing the coordination of tenders / quotations and opening of tender and quotations in accordance with procedures and policy.

Provide support and assist with monitoring the performance of any specialist contractors used.

Planning and organising

Be responsible for the daily supervision of staff.

Co-ordinate and authorise annual leave ensuring that adequate staffing levels are maintained and that plans are in place to cover annual leave, sickness and that records are updated via Trust systems (E-Rostering).

To prioritise all correspondence, emails and enquiries relating to all the service and ensure the Estates Management Team is made aware of matters requiring immediate attention.��

To develop and maintain comprehensive office systems and written procedures, both manual and electronic.

To minute, produce and circulate formal minutes and agendas for departmental team meetings and service user meetings across Estates, Capital and Hospital Redevelopment.

Maintenance and update of Department personal files.

Ensuring that all Departmental emergency contacts are up to date.

To be responsible for the collation and formulation of data for monthly collections for Performance Management, KPIs etc.

Manage the day to day operation of the Estates Helpdesk. This will include, but is not limited to, inputting reactive work, chasing queries and monitoring work to ensure that set priorities and key performance indicators are achieved.

Administrative control of CAFM system, ensuring all relevant information is up to date and data cleansed.

Additional Information

Confidentiality

The postholder is required not to disclose such information, particularly that relating to patients and staff. All employees are subject to the Data Protection Act 1998 and must not only maintain strict confidentiality in respect of patent

and staff records, but the accuracy and integrity of the information contained within. The postholder must not at any time use personal data held by the Trust for any unauthorised purpose or disclosure such as data to a third party.

You must not make any disclosure to any unauthorised person or use any confidential information relating to the business affairs of the Trust, unless expressly authorised to do so by the Trust.

Health and Safety

The post holder must co-operate with management in discharging responsibilities under the Health and Safety at Work Act 1974 and take reasonable care for his or her own safety, and that of others. The postholder must also ensure the agreed safety procedures are carried out to maintain a safe environment for patients, employees and visitors.

Risk Management

All staff have a responsibility to report all clinical and non-clinical accidents or incidents promptly and when requested to, co-operate with any investigation undertaken

Conflict of Interests

You may not without the consent of the Trust engage in any outside employment and in accordance with the Trust’s Conflict of Interest Policy you must declare to your manager all private interests, which could potentially result in personal gain as a consequence of your employment position in the Trust. Interests that might appear to be in conflict should also be declared.

In addition the NHS Code of Conduct and Standards or Business conduct for NHS Staff (HSG 93/5) required you to declare all situations where you or a close relative or associate has a controlling interest in a business (such as a private company, public organisation or other NHS voluntary organisation), or in any activity which may compete for any NHS contracts to supply goods or services to the Trust. You must therefore register such interests with the Trust, either in appointment or subsequently whenever such interests are gained. You should not engage in such interests without the written consent of the Trust, which will not be unreasonably withheld. It is your responsibility to ensure that you are not placed in a position, which may give rise to s conflict between your private patient’s interest and your NHS duties.