Facilities and Estates Administrator - Brighton, United Kingdom - 279 University Hospitals Sussex NHS Foundation Trust

279 University Hospitals Sussex NHS Foundation Trust

Verified Company

Brighton, United Kingdom

2 days ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

To be a member of a centralised Administration Team, providing a complete, comprehensive and responsive secretarial and administration service for the Accommodation Manager and other Heads of Departments when required.

Collect, sort and re-direct received post. Take out-going post to collection point promptly each day.
Logging enquiries from Managers and staff, concerning the availability of accommodation (including all general enquiries).
Booking locums into database/schedules and processing invoices accordingly.
Allocate overnight/on-call rooms and charge where appropriate.
Raising invoices

The postholder will be part of a centralised Administration/Secretarial team, led by Head of Administration Services and Green Travel.

The post holder would need to assist in providing a complete, comprehensive and responsive administration service for the Accommodation Office within the Facilities and Estates Division.

The postholder would need excellent keyboard skills, knowledge of outlook/word/powerpoint/Excel - excellent organisational & communication skills and be customer focused.

Join us at UHSussex, every day is different, you can be the change, better never stops

At UHSussex we're proud to be at the heart of the NHS.

As one of theUK's largest acute Trusts, we're a leading example of the excellence, the ambition and the values that have embodied the NHS for over 70 years.

Improving lives:

We are a vibrant and inclusive organisation, with hardworking, talented and dedicated individuals, who work together towards a common goal, to always put ourPatient First.

Our mission is summed up by our 'where better never stops' motto and no matter the role at UHSussex, you will play a part in driving us forwards and in improving the lives of patients across Sussex.

We treat our patients and staff with the same compassion and empathy we expect for ourselves. We're here for them when they need us, and we go above and beyond to meet their needs.

This can be seen in ourwellbeing programmefor staff which is extensive and designed to support you when you need it because we know that to look after others we must first look after ourselves.

Build a career with us:

As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best that we can be.

From the moment you start with us and throughout your career we will help you to grow and develop.

We hope that in choosing UHSussex you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do.

The postholder will be the first point of contact for the Accommodation Department accountable to the Accommodation Manager.

Liaise with doctors and other staff members requiring overnight accommodation.

Allocating On-Call/ad-hoc type accommodation and processing payments where appropriate.

Collect, sort and re-direct received post. Take out-going post to collection point promptly each day.

Logging enquiries from Managers and staff, concerning the availability of accommodation (including all general enquiries).

Booking locums into database/schedules and processing invoices accordingly.

Allocate overnight/on-call rooms and charge where appropriate.

Raising invoices

Taking payments (via PDQ system) and forwarding receipts.

Securing payments (via debit/credit cards) direct from locums and other who have omitted to pay.

Produce and update a list of private accommodation for the use of BSUH staff and newly appointed employees.

Report malfunctions - file and follow up worksheets.

Liaise with the Estates team, contractors and residents to arrange access to occupied residential areas for maintenance/repairs.

Liaise with the Housekeeping team for room servicing on a daily basis.

Operate office equipment including photocopying, printing and faxing.

Take and transcribe minutes of meetings when required.

Type documents such as reports and letters as requested.

Maintain records, both electronically and by filing of paper records.

Follow office procedures and practices in allocated tasks.

Use appropriate computer-based systems to enter patient or staff information and maintain databases.

Monitor and maintain appropriate levels of stationery and order as and when necessary, informing the line manager of any potential problems in good time.

Maintain health and safety in the department and report all incidents and accidents to the Head of Administration Services as soon as possible, in accordance with departmental and trust policy.

Log all complaints relating to Accommodation services.

The postholder (at times) may be required to cover a colleague's absence at another site within the Trust

Perform any additional duties within the Accommodation Service that may be required to ensure the smooth running of the department.

Assist the Central Administration Team when required.