Estates and Facilites Adminstrative Assistant - London, United Kingdom - Moorfields Eye Hospital NHS Foundation Trust

Moorfields Eye Hospital NHS Foundation Trust
Moorfields Eye Hospital NHS Foundation Trust
Verified Company
London, United Kingdom

3 weeks ago

Tom O´Connor

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Tom O´Connor

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Description

The Estates and facilities service desk provides a highly responsive and proactive service, in a customer orientated environment, where teamwork and communication are paramount to its success and development.

Reporting to the helpdesk lead ( estates and facilities), the post holder will be required undertake administrative duties to support the estates and facilities division in a professional manager

  • Excellent verbal and written communication skills.
  • Able to work on own initiative and as part of a team
  • Approachable
  • To be tactful, diplomatic and have the ability to remain calm in a difficult situation.
  • Able to respond to irate clients and proactively respond with accurate information.
  • Effective tome management skills.
  • A pleasant disposition
Act as first point of contact for internal and external enquires made by staff members. Members of the public, contractors and suppliers.


To answer the estates and facilities helpline, responding to all requests in a timely and courteous manner, maintaining services operated through the service desk function, demonstrating a professional customer focused approach in person, by telephone and by electronic means.


Support an effective signing in process for contractors/ visitors to the department or appointed to work on the hospital premises, which will be monitored on a daily basis, escalating to the relevant head of department/ senior manager where necessary, if processes are no followed.


PROBATIONARY PERIOD


During the probationary period, your suitability for continued employment will be assessed and provided a satisfactory standard is achieved and maintained, your employment will be confirmed.

The probationary period may be extended or your employment terminated either during or at the end of probation, in line with the trust Probationary Policy.

For the duration of the probation period, the notice period will be in line with contractual obligations on either side.


THE POST

The Estates and facilities service desk provides a highly responsive and proactive service, in a customer orientated environment, where teamwork and communication are paramount to its success and development.

Reporting to the helpdesk lead (estates and facilities), the post holder will be required undertake administrative duties to support the estates and facilities division in a professional manager.

The Estates and Facilities team cover hard FM services and Soft FM services.

We are the first point of contact for contractors as well as staff.


You would be working in a team that supports the whole of the hospital at different points in their working day.

Our Motivation Values and Purpose

  • Excellence
  • Equity
  • Kindness
Act as first point of contact for internal and external enquires made by staff members. Members of the public, contractors and suppliers.


To answer the estates and facilities helpline, responding to all requests in a timely and courteous manner, maintaining services operated through the service desk function, demonstrating a professional customer focused approach in person, by telephone and by electronic means.


Support an effective signing in process for contractors/ visitors to the department or appointed to work on the hospital premises, which will be monitored on a daily basis, escalating to the relevant head of department/ senior manager where necessary, if processes are no followed.


To accurately operate and input tasks/ requests on systems used across estates and facilities including but not limited Agility, Equip, support works, Pecos and the winpak system ensuring the information entered reflects the clients requirements and as such is prioritized accordingly, running reports when required.


Liaise with the appropriate service manager, nurse managers, in house team, contractors and hospital staff to promote the estates and facilities administration function, call out external organisations as and when required to support the work plan and planned preventative maintenance schedule.


Assist on maintaining accurate records for the management of the Estates and Facilities functions, supporting the collaboration of relevant works folders to ensure compliance of all works carried out on site by in-house or external organisations.


Assist with the maintenance of local records for contracts and services including operating system to assist relevant managers in ensuring timely renewal of contracts including liaise with supplies department.


To support the Helpdesk Lead in raising orders through the trusts Pecos ordering system for the revenue and capital purchases, liaising where necessary with finance, Supplies and Procurement teams.


To support the creation and issue of trust ID badges ensuring access control is applicable to the use supporting the security of the trust and supporting buildings.

Approve or decline room booking requests through the trusts room booking system submitted electronically to the department.

Support departmental meetings by ci
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