Job description

About

The post holder's core role will be to provide a friendly, efficient, customer focused administration,helpdesk and secretarial service for the directorate, supporting achievement of local and wider Trust objectives comprising providing a professional service to staff, contractors, and visitors ensuring they are appropriately assisted whether via face to face, telephone or other method.

· Ensure the database is kept up to date with all current data, raising requests for work to be completed and ensuring closure of all actions once work is completed.

· To take responsibility for the estates helpdesk, including operating the estates database (CONCEPT) the computerized maintenance helpdesk service.

· Dealing with all issues arising from calls through to completion and closure of work by the maintenance team and contractors.

· Organising and administrating effective systems for the maintenance team, ensuring that requests for information and / a service from the team are dealt with appropriately.

· To prioritise all incoming correspondence on behalf of the maintenance team, ensuring that invoices quotes and reports are dealt with efficiently,

· To maintain an effective and up to date filing system for all work dockets.

· Prepare and issue all dockets for Planned Preventative Maintenance works (PPMs)

· Ensure maintenance contact lists are kept up to date and issue new maintenance folders as requested.

· Allocate invoices/work dockets for work to be recharged to the correct budget codes liaising with finance as required.

· Provide monthly reports on performance.

· Communicateeffectivelywitharangeofpeople,byemailcorrespondenceorbytelephone, promptly and in a professional and courteous manner whilst recognising barriers tocommunication.







Starting with NELFT

NELFT place a great deal of importance on new starters being properly welcomed and inducted into the Trust. All new starters will join the Trust on the first Monday of each month and will undertake a comprehensive induction of up to two weeks which will includemandatory training, systems training and the allocation of equipment. As part of the process new starters will have the opportunity to also meet the executive team, senior managers and attend a number of drop in sessions focussing in engagement, health and wellbeing and key processes. The induction will be held at our head office in Rainham, Essex.



Probationary Period

This post will be subject to a probationary period. Internal applicants are exempt from the probationary period (unless you are an internal applicant currently part way through a probationary period or currently a bank member of staff).



High Cost Area Supplement

This post also attracts payment for High Cost Area Supplement of 15% of the basic salary (with a minimum of £4,551 to a maximum of £5,735).

· Communicateeffectivelywitharangeofpeople,byemailcorrespondenceorbytelephone, promptly and in a professional and courteous manner whilst recognising barriers tocommunication.



· Ensure that complex calls/issues/risks are passed to appropriate colleagues to handle effectively and appropriately or escalated to senior staff member if appropriate to do so.



· Respond to enquiries, and take appropriate action on behalf of the service, either by telephone, or correspondence, within agreed time limits.

· Manageandmaintain localprocesses.



· Draftgeneralcorrespondenceonbehalfoftheservice.

· Receive and process helpdesk requests, ensuring logging of request and appropriate actions to complete the actions required.

· Participate with one-to-one supervision from the Team Lead and undertake professional and personal development as agreed with line manager during regular supervision andappraisal.

· Toworkflexiblysothatessentialpriorities,tasksarecompleted.

· Adopt and implement agreed service developments in line with the Directorate and Trustobjectives.



· Workwithoutsupervisionandensuringurgentsituationsareaddressedswiftly.



· Ensureworkloadismanagedandprioritisedappropriately.



· ParticipateininductionandorientationofBand3administrativestaffandtemporarystaff.



· Arrangeandtakeminutesornotesatmeetingsthatareintendedforinternalreviewonly.



· Inputandmaintaindataintoestates database.



· Coordinatingoutgoingmail,sortingandscanningincomingpostasrequired.

· Supportotherteams/services,wherenecessary.



Please see the attached job description and person specification for more information about this role and working at North East London NHS Foundation Trust. We encourage you to refer closely to this when completing your application.

We welcome your application even if you do not meet all the criteria listed in the person specification. Any development needs to help you succeed in the role, can be discussed at the interview stage.



References

Please ensure that the references are from your most recent employer and one of these must be your direct Line Manager or Supervisor. You must provide professional email addresses for all referees as we will contact them as soon as an offer has been made. Please note we do not request references prior to interviews. Additionally, ensure that any gaps in your employment history are clearly indicated. All applications made through NHS Jobs account will be processed by TRAC System. Please note that some emails may go to your spam/junk mailbox so make sure you check this regularly.

Use of AI

Applications for this role should be written by the applicant. If artificial intelligence (AI) programmes are used, then the application may be rejected due to this document being an important part of the assessment process. This does not prevent applicants seeking appropriate support with applications should they need to for the purposes of any declared disability.



If you like the sound of working with NELFT, don’t waste a moment and apply now!


This advert closes on Friday 28 Feb 2025