Estates Site Administrator Cambridge, East of England, England
Job description
Main Duties and Responsibilities Act as the first point of contact for the Estates Management Office, providing a friendly, efficient general enquiries reception service to patients, visitors, contractors and staff and dispensing basic trust, site and service information. Provide general administrative support to the Estates Area Manager (East Cambs, South Cambs & Cambridge City), duties to include general office tasks, requisitioning of goods and services, sorting of mail, assessing correspondence for priority and action, and on request, where appropriate compile letters and respond on behalf of the Estates Area Manager (East Cambs, South Cambs & Cambridge City). Providing support for the compliance team with the management of data. Update and maintain Estates folders, such as fire, asbestos, legionella, business continuity and emergency folders.
Be vigilant and log calls on the cleaning, portering and maintenance helpdesk when required. Inform relevant contacts regarding missed waste collections, arrange for WEE collections, COSHH collections and skip deliveries as and when required. Take messages off answer machine/respond/action. Review and update any door code changes on the confidential handbook and information for the on-call executive.
Distribute to cleaning, portering, maintenance and security providers. Arrange and attend any relevant meetings, draft agendas, prepare papers and take minutes on behalf of the Estates Area Manager (East Cambs, South Cambs & Cambridge City). Under the direction of Estates Area Manager ((East Cambs, South Cambs & Cambridge City) act as a Requisitioner on Oracle to order and receipt goods and services through to delivery and payment for the site. Liaising with SBS Procurement with regard to queries and errors in supply and delivery of goods.
Ensure the efficient running and routine maintenance of office equipment. Assist the Porters with topping up the franking machine if and when required. Ensure that the Campus grounds are maintained in a satisfactory condition and report any issues to the line manager. Provide direct support to Estates Area Manager (Norfolk, Suffolk, Bedfordshire, Luton & Milton Keynes) in updating Project information on Vertas and Day 1 Plans as appropriate.
Develop and maintain good working relationships with CCs services and tenants on site. Act as custodian for the CCS art Collection, including paintings and sculptures across all CCS sites. Communication Be conversant with the roles of all staff within the service and with other colleagues internal or external to the organisation. Receive visitors and deal with a variety of enquiries, communicating effectively whether enquiry is face to face, on the telephone or by email.
In the absence of the Estates Area Manager, act as on-site first point of contact for Estates and Site queries, resolving if able or escalating to Estates senior management team in accordance with local procedures. Distribution of information and communications, review & update email distribution list. Review site handbook regularly and distribute electronic version to all Site stakeholders. Manage the diary of contractors/site visits and communicate to the relevant services regarding dates/impact to service and access.
regular communication with the porters, cleaners and maintenance teams regarding any known site activity or issues. Budgetary Responsibility Maintain the Petty Cash account in accordance with CCS Standing Financial Instructions and participate in Financial Audit checks as required. Banking when required. Monitor and maintain level of office stationery and other consumables.
People Management Maintaining own professional development and requirement to take part in appraisal and KSF process. Clinical and Practice Governance Observe and maintain strict confidentiality with regards to any patient/family/staff/records and information in line with the requirements of the Data Protection Act. Any data that is taken/shared as part of a phone call or transported, faxed, or transferred electronically must be undertaken with regard to the Trust Information Governance and Information Security policies. The post holder must adhere to the Trust risk assessment and risk management processes.
The post holder must adhere to infection control policies and procedures. Undertake mandatory training and any other training relevant to the role as required by Cambridgeshire Community Services NHS Trust. The post holder must participate in clinical and other audits as required. The post holder is required to participate in relevant emergency preparedness process for their team.
General Safeguarding people responsibility Safeguarding children and adults at risk of abuse or neglect is a collective responsibility. There is an expectation that all staff develop and maintain their role relevant safeguarding people competencies and comply with local safeguarding partnerships practice. Alongside this employee who are registrants are reminded of their professional duty of care. Safeguarding means protecting a citizens health, wellbeing and human rights; enabling them to live free from harm, abuse and neglect.
It is an integral part of providing high-quality health care. Those most in need of protection include: Children and young people Adults at risk, such as those receiving care in their own home, people with physical, sensory and mental impairments, and those with learning disabilities. The post holder must at all times carry out their duties with regard to Cambridgeshire Community Services NHS Trust Workforce Diversity and Inclusion Policy. To be aware of the responsibilities of all employees to maintain a safe and healthy environment for patients, visitors, and staff.
All post holders must adhere to the code of conduct on confidentiality and be aware of and adhere to all Trust policies and procedures. This job description is intended only as a guide to the range of duties involved. The post holder will need to be flexible and adaptable in order to respond to other duties that may be required from time to time and the changes and developments within the Trust. This post is subject to the Rehabilitation of Offenders Act 1974 (Exemptions) Order 1975 and as such it will be necessary for a submission for Disclosure of Barring Service to be made to check for any previous criminal convictions.
Cambridgeshire Community Services NHS Trust is committed to the fair treatment of its staff, potential staff, or users in line with its equal opportunities policy and policy statement on the recruitment of ex-offenders.
