Band 3 Estates Administrator

Job Summary

The role of Estates Administrator is to provide a comprehensive administration service within the Estates General Office to include raising and receipting purchase orders in Iproc for daily works, standard stationery items, capital projects and new works projects, creating staff ID badges via the Security Expert System, adding access for the Traka Key Cabinet, updating and processing weekly / monthly payroll information for the Estates Trade Staff via Actin Time personnel system and ERostering, booking contractors in at the Estates Reception, arranging training courses, Diary Management for the Estates Officers/ Estates Managers, minute taking, covering for other members of the Administration Staff for holidays and providing support to the Estates Office Manager and the wider Estates Team.

Main Duties, Tasks & Skills Required

To log daily calls on the Estates helpdesk and follow the calls up where necessary via radio/ telephone communications.

To carry out daily reception duties which involve booking Contractors in and issuing passes and keys and booking them back in when the contractor leaves site.

To ensure Contractors Inductions are kept up to date and assist the Contractors where required with carrying out their site inductions.

To raise and issue Contractors Works orders via the Estates in House System.

To assist with diary management and booking meetings for the Estates Manager and Estates Officers,

To create Staff ID badges using the in-house Security Expert System and adding access area's on to the ID badges and maintain the system updating the leavers list and adding access for the Traka Key Cabinet to staff ID Badges.

University Hospitals Birmingham NHS Foundation Trust strives to have an inclusive culture where everyone feels like they belong, can thrive, knows that they add value and feels valued. We do this by developing compassionate and culturally competent leaders, being values driven in all that we do and by creating a welcoming and inclusive workplace that thrives on the diversity of our people. As such we want to attract and recruit talented individuals from all backgrounds, and for each of you to feel supported for the diversity you bring, to achieve your full potential. For those staff with a disability, including physical disability, long term health condition, mental health or neurodiverse condition, this also means being committed to making reasonable adjustments needed for you to carry out your role.

*Please Note : For a detailed job description for this vacancy, please see attached Job Description*

Person specification

Qualifications

Essential

• Good General Education ( eg. GCSE English and Maths A- C )
• RSA Level 11 or equivalent experience.
• Business Administration NVQ Level 3 or equivalent experience in an Administrative environment.

Experience

Essential

• Experience of working in a busy office environment
• Experience of using relevant Microsoft Office Packages ( e.g. Word, Excel, Outlook and Teams )
• Ability to use own initiative and work under pressure
• Able to multi task and prioritise their workload.
• Good organisational and keyboard skills

Desirable

• Experience of using Iproc Oracle systems for purchase orders and invoices.
• Experience of taking notes at informal and formal meetings.
• Experience of diary management- arranging meetings and training courses.
• Experience of using ERostering for payroll.

Additional Criteria

Essential

• Good communication skills both written and verbal
• Good keyboard / IT skills
• Good time management skills
• Understand confidentiality and apply the principles in their daily role.
• Ability to cope under pressure and deal with busy periods and increased workloads.
• Ability to undertake generic working within the office.
• Work effectively and flexibly as part of a team to meet the needs of the service.
• Mature, open and flexible approach to work.
• Good inter-personal and communication skills.
• Demonstrates reliability, motivation and commitment.
• Team player and conscientious.

For Help With Your Application, Contact

Angela Gallagher

***email_hidden***

01214249160

Pay scheme

Agenda for Change

Band

Band 3

Salary

£25760.00 to £27476.00 Yearly

Contract

Permanent

Working pattern

Full-Time, Flexible Working

Reference number

304-9016032

Job locations

Good Hope Hospital

Rectory Rd

Sutton Coldfield

West Midlands

B75 7RR

Attachments

JD PS.pdf – 411KB Opens in a new window