Facilities Business Support Administrator - Maidstone, United Kingdom - Kent and Medway NHS and Social Care Partnership Trust

Kent and Medway NHS and Social Care Partnership Trust
Kent and Medway NHS and Social Care Partnership Trust
Verified Company
Maidstone, United Kingdom

3 weeks ago

Tom O´Connor

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Tom O´Connor

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Description
The Facilities Business Support Officer will provide a friendly, efficient, customer focused administration service for the Facilities team. They will also provide support to the Estates team where cover is required.


The Business Support Officer will assist members of the Facilities team with tasks such as (but not limited to) Outlook diary management, creation or amendment of reports, minute taking, holiday cover of other admin colleagues, and arranging of meetings.

This role will also assist the team with recruitment and will require access to various systems and processes to facilitate this.

This is a working from home role but there may be a requirement to travel to site occasionally.


Come and work with us in the Garden of England where we combine exceptional professional development opportunities with a tremendous quality of life.


We are Kent and Medway NHS and Social Care Partnership Trust (KMPT), providing mental health, learning disability and specialist services, serving 1.8 million people across the county.


The Trust (rated Good overall by the CQC and Outstanding for care) has 3,283 staff working in 66 buildings across 33 locations, covering an area of 1,450 square miles.


You will be joining friendly, passionate colleagues, rich in their diversity, who are committed to providing excellent care to our service users and their loved ones.


The nature of our work attracts kindness and compassion as standard and everyone from our cleaners and porters to the chief executive and chairman are recognised as playing a vital role in providing an exemplary service.


  • High level communications with services across Trust, responsible for communicating with individuals and the Estates & Facilities teams on a regular basis as well as occasionally other teams outside of Estates e.g. Human Resources
  • Use of Excel or Word to prepare documents as appropriate. Formatting of spreadsheets and using basic Excel skills, formatting of reports or producing reports from scratch
  • Maintaining records and inputting new data on CAFM systems (MiCAD/Avanti/SD Pro); updating records using databases and systems such as the FCS Live Fire Portal
  • Admin for the wider team including room/desk booking and use of the Trac recruitment system
  • Arranging and coordinating meetings and preparing, distributing and maintaining documentation for this
  • High level of minute taking and knowledge of grammar etc to ensure quality records are produced and maintained for the teams
  • Organising maintenance repairs and reporting faults to the Helpdesk
  • Responding to requests and providing information to external and internal queries from staff, patients and other departments where appropriate
  • Use of electronic communication systems e.g. e mail in accordance with Trust policy
  • Distribution of information usually electronic
  • Ordering stock of office supplies
  • Liaison with IT helpdesk to report problems promptly
  • Prioritising tasks and ensuring deadlines are met

RESPONSIBILITY:


  • Expected to implement policies as directed by the trust/directorate for the department, ensuring awareness throughout the department
  • Ensures an appropriate and effective customer interface and seamless service
  • Ensures a high level of competence in admin tasks and communication with colleagues
  • Attend team meetings face to face or virtually
  • Books rooms/desks and maintain systems for teams
  • Informal consultation in relation to work objectives and change and obtain feedback
  • Will be responsible for assisting staff with recruitment using the Trac system
Please see job description for full details.
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