FM Central Administrator

North Bristol NHS Trust values all people as individuals. We aim to be an anti-discriminatory organisation and are committed to building a team that represents a variety of backgrounds, perspectives, and skills. We welcome applicants from all underrepresented groups.

Detailed Job Description And Main Responsibilities

Provide a full Administration, Helpdesk and Reception service to the facilities directorate as part of the facilities central administration team which includes but is not limited to:-

• Drafting agendas, taking meeting minutes, recording action log etc.
• To answer all incoming and internal calls to the Helpdesk in a responsive and professional manner, ensuring requests are dealt with quickly and efficiently.
• Provision of an efficient and friendly room bookings service for the L&R Education Facilities and Brunel Building Seminar Rooms. Confirming bookings with user by generating confirmation letter and ensuring all the appropriate information is recorded.
• Preparation of rooms for meetings as required, setting up audio-visual, ensuring that flipcharts and pens are available, and distribution of keys to authorised users.
• Checking all equipment regularly to ensure it is in good working order and secure at all times. Reporting faults as necessary and recording in the maintenance log.
• Maintain good communication and exceptional working relationships with all Helpdesk colleagues, line managers and other Trust staff at all times.
• To carry out any other duties that may be required of the post in order for the Helpdesk, Admin and Reception to be carried out properly and effectively.
• Undertaking any other administrative and clerical duties appropriate to the grade for the Learning and Research team. Inc: inputting data into MLE and basic data entry regarding study leave records, making up induction packs, photocopying and filing, ordering stationery and equipment via EROS and any other ad-hoc clerical administrative duties as required.
• To operate and maintain the CAFM fault and request reporting system (Planet Enterprise).
• To manage telephone calls to and from the department in a professional and timely manner (in accordance to service levels agreements).
• To respond to all queries in a pleasant, helpful and courteous manner as the post holder will often be the first point of contact for patients received into the service.
• Receive and log faults and requests on the computer based system. These will be received via telephone, email or the intranet. Probing of customers in an empathetic but assertive manner to receive accurate information.
• Data inputting of information and hours relating to work orders.
• To support management regarding Health and safety matters and to work in accordance with statutory requirements and Trust policies and procedures.
• To be able to escalate calls to the Helpdesk Supervisor, Workflow Co-ordinator or appropriate Manager as necessary.

Person specification

Work Experience

Essential criteria

• Must have experience of dealing with people using the telephone. Excellent telephone manner.
• Must have sound practical understanding of the need for efficient administrative support in an organisation.
• Experience of data entry.
• Experience of keeping up to date and accurate information.

Knowledge/Skills/Abilities

Essential criteria

• Ability to work effectively with minimal supervision.
• Must be a team player, having good interpersonal skills, and be able to liaise, co-operate and work with a wide range of Trust staff members.
• Must have good communication skills, both written and verbal and the ability to manage difficult or challenging telephone conversations effectively.
• Must be supportive of Management and Colleagues and comply promptly with request and instructions. Must cooperate in the prompt processing of all relevant paperwork.

Personal Qualities

Essential criteria

• Proactive approach.
• Customer focused approach.
• Communicate effectively, confident and professional manner and articulate.

Qualifications

Essential criteria

• IT Qualification - PC literate, experience of Microsoft Office suite (Excel, Word, Outlook etc.)

Desirable criteria

• Level 3 Qualifications.

We hope that you will decide to join us and become part of this exciting journey, helping us to shape our future together.

As an equal opportunities employer actively working towards a diverse workforce we aim to recruit and retain a workforce which represents the rich diversity of the local population at all levels and are committed to designing our services around the needs of individual patients and those around them. Anonymous information will be used from your application to ensure we’re meeting our pledge.

The Trust is committed to investing in and caring for all our staff. We will support you in maintaining and improving your health and wellbeing, as well as your career development through management and training support - developing exceptional people for exceptional careers.

BFT is committed to safeguarding and promoting the welfare of children, young people, and vulnerable adults.

To comply with Part 7 of the Immigration Act 2016 all applicants must be able to speak fluent English to an appropriate standard which will be assessed at Interview.

If you require sponsorship for a visa to work in the UK, to avoid disappointment, please check to ensure you are eligible under the UKVI points based system.

The Trust uses electronic new starter forms on Trac to collect personal details. Information collected is securely stored and used to set up the employee record on the ESR HR system.

By applying for this post, you are agreeing to Bristol NHS Foundation Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job, information will also be transferred into the national NHS Electronic Staff Records system.

Please be aware of scams – unless specified above, we will only communicate with you via @recruit.trac.jobs or nhs.net e-mails and we will never ask you for any payments.

Important

Please note that if you apply for a position with this Trust, you may be contacted via Trac or via email. This includes invites for job interviews. We therefore recommend that you regularly check your Trac account and email accounts. We may also contact you by texting the mobile number, if provided, on the application form.

Due to the high number of applications that are received for some posts we may close this vacancy before the advertised closing date. Therefore, please apply for this post as soon as you can, if you are interested and you meet the requirements of the Person Specification.

Only those candidates who clearly demonstrate how they meet the person specification will be shortlisted for this job.

As a guide interviews should usually take place within 3 weeks of the closing date.

When providing employment reference details, please provide correct work-