Job summary
- Main area
- Estates and Facilities
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (Mon-Fri 8-4 or 9-5)
- Job ref
- 196-ESS1376-S
- Employer
- Guy's and St Thomas' NHS Foundation Trust
- Employer type
- NHS
- Site
- Cross-Site (Harefield & Royal Brompton Hospital)
- Town
- Harefield, Uxbridge
- Salary
- £27,948 - £29,468 p.a inc HCA
- Salary period
- Yearly
- Closing
- 22/05/2024 23:59
Employer heading
Estates & Facilities Administrator - Harefield Hospital
NHS AfC: Band 3
Guy’s and St Thomas’ is among the UK’s busiest and most successful NHS foundation trusts. We provide a full range of hospital and community services for people in south London and as well as specialist care for patients from further afield including cancer, renal, orthopaedic, respiratory and cardiovascular services.
Guy’s is home to the largest dental school in Europe and a £160 million Cancer Centre opened in 2016. As part of our commitment to provide care closer to home, in 2017 we also opened a cancer centre and a kidney treatment centre at Queen Mary’s Hospital in Sidcup. St Thomas’ has one of the largest critical care units in the UK and one of the busiest emergency departments in London. It is also home to Evelina London Children’s Hospital.
Evelina London cares for local children in Lambeth and Southwark and provides specialist services across south east England including cardiac, renal and critical care services. We lead a number of specialist service networks aiming to ensure children are treated locally where possible, but have access to specialist expertise when they need it. Our community services include health visiting, school nursing and support for families of children with long-term conditions.
Our adult community services teams deliver care at the heart of the local communities we serve, working in partnership with GPs, local authorities and other healthcare and voluntary sector organisations. Working with our partners in Lambeth and Southwark, we are focusing on new ways of working to improve care for local patients.
In February 2021 the Royal Brompton and Harefield joined Guy’s and St Thomas’ NHS Foundation Trust, bringing together world-leading expertise in the care and research of heart and lung disease. Our merger provides a once in a generation opportunity to build a lasting, world-renowned heart and lung centre, providing the highest quality care for patients and conducting world-leading research.
We have a reputation for clinical excellence and high quality teaching and research. We are part of King’s Health Partners, one of eight accredited UK academic health sciences centres. In partnership with King’s College London we have dedicated clinical research facilities including an MHRA accredited Phase I clinical trials unit.
Patients are at the heart of everything we do and we pride ourselves on ensuring the best possible patient experience as well as safe, high quality care. We are proud to have one of the lowest mortality rates in the NHS. Following a comprehensive Care Quality Commission (CQC) inspection in 2019 we maintained our overall rating of ‘good’. Our adult community services achieved a rating of ‘outstanding’.
The commitment of our 23,500 staff is key to our success. We are one of the largest local employers and we aim to develop and support all our staff so they are able to deliver high quality, safe and efficient care. The 2019 NHS staff survey results show that we have one of the most engaged and motivated workforces in the NHS. We know this has a positive impact on the care provided to our patients.
We have one of the most ambitious capital investment programmes anywhere in the NHS.
Job overview
We are recruiting for a committed and flexible person in an extremely varied role who will support, the Facilities & Accommodation Service and provide an efficient, effective and pivotal administrative and secretarial support to the Estates and Facilities Managers.
This position is an exciting opportunity for someone who is resilient, enthusiastic multi-tasker who thrives in a busy and demanding role.
Main duties of the job
Acting as the first point of contact for a variety of queries, the post holder will provide an efficient and professional temporary staffing service in the workstreams.
As first point of contact for staff and external organisations, you must have excellent customer service and communication skills. You will be required to complete a wide range of administrative tasks which will involve the use of a variety of software applications (full training is provided).
Support our Accommodation Team by covering shifts, accurately recording information onto our systems to maintain clear staff booking information. You should have excellent customer service skills and be able to communicate effectively in a sensitive and confidential manner
Working for our organisation
Guy’s and St Thomas’ is among the UK’s busiest and most successful NHS foundation trusts. We provide a full range of hospital and community services for people in south London and as well as specialist care for patients from further afield including cancer, renal, orthopedic, respiratory and cardiovascular services.
In February 2021 the Royal Brompton and Harefield joined Guy’s and St Thomas’ NHS Foundation Trust, bringing together world-leading expertise in the care and research of heart and lung disease. Our merger provides a once in a generation opportunity to build a lasting, world-renowned heart and lung center, providing the highest quality care for patients and conducting world-leading research.
Detailed job description and main responsibilities
Communication
- You should have excellent communication and IT skills and an administration background would be preferable, but not essential.
- Resolve any accommodation enquiries, repairs, maintenance issues or complaints from residents, tenants and lessees effectively and diplomatically.
- Respond to correspondence/customer contact in a timely manner in an appropriate way and with a professional and helpful manner.
- Mail merging letters, minutes of meetings, newsletters, and general correspondence.
- Allocate work to the appropriate estates teams and ensure all work is completed to the highest standards and within specified timeframes & SLA’s.
- Produce correspondence to clients.
- To liaise with all departments within the hospital regarding engineering requests, queries etc in a timely manner.
- To cover the departments telephone queries with internal and external customers.
- Patient/customer care (both direct and indirect)
Administrative
- Assisting with the collation and input of data into systems and databases;
- converting this for statistical and graphical representation where required. Establish and maintain accurate and efficient filing systems
- Provision of a full, confidential administration support service, which includes diary management, copy filing, production of documents & information, and arranging & preparing for meetings
- Meeting facilitation: Organising appropriate times/rooms/catering and preparation of papers, note taking, ensuring actions are completed etc for the following meetings: Health and Safety Committee and any associated subgroups
This section should describe the nature of the responsibility and the level at which the job holder will be involved in the provision of care or treatment to patients/clients, including the degree to which the responsibility is shared with others.
Policy & Service development
- Monitor all Facilities Policies
- To undertake all Accommodation procedures and Policies outlined in Trust and local Accommodation Operational documents
- Taking an active role in the event of emergency situations by escalating as directed by departmental procedures and policy.
Resource management
- Support the Head of Estates and Facilities Manager in accurately maintaining, producing reports and analysis as required.
Information management
- To be responsible for keeping the Accommodation computerised HAMS accounting and guest information system updated with current information.
- To provide daily financial reconciliation reports of monies received in line with Accommodation procedures
- Document Handling - Typing and formatting of letters, reports, policies, minute taking, presentations, statistics and general correspondence
- Photocopying, collation and distribution of reports, correspondence, handouts etc. using Microsoft Office and other software packages
Person specification
Education & Qualifications
Essential criteria
- Maths & English GCSE / Level 2 equivalent
- Customer care qualification
Experience
Essential criteria
- Experience in building productive relationships with stakeholders
Desirable criteria
- Intermediate IT skills, including Microsoft Outlook , Word, Excel and ideally experience of CAFM
- Understanding of Estates and Facilities functions within an NHS environment
Skills
Essential criteria
- A proven track record of delivering a quality administrative service
- Great communication, and team working skills
- Strong attention to detail
- Self-motivated and the ability to work using own initiative.
- Be able to meet tight deadlines and respond in emergency situations
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Graca Andre
- Job title
- Accommodation Manager
- Email address
- [email protected]
- Telephone number
- 02073518031
List jobs with Guy's and St Thomas' NHS Foundation Trust in Support Services or all sectors