Admin Support Officer - Estates

We are looking for a highly organised individual to join our exceptional Building Department within Estates Services at the Royal Preston Hospital .
As a Trust, we are committed to promoting and encouraging professional development . We provide an environment where individuals with relevant experience can further their careers through education and training .
You will liaise with various suppliers and finance departments to handle orders, invoice queries, and payments . Effective organisation and management of your own workload will be crucial, and you will also support the Front of House maintenance team., You will provide efficient secretarial and administrative support to the Operational Estates Management Team, ensuring smooth operation of the Estates Information Database systems. This includes processing financial, procurement, and asset data, as well as maintaining a Contractor CIS database. You will be responsible for running, formatting, validating, and issuing final invoicing data for contractor and supplier payments. While you will be accountable for your own actions, you will be expected to manage your workload independently, with minimal supervision.
Demonstrating excellent organizational skills, flexibility, and the ability to take initiative, you will uphold consistently high standards of professionalism. You will report directly to the Estates Building Services and Contracts Manager, who will oversee the provision of a comprehensive range of secretarial and administrative functions supporting the Operational Estates Management Team.
All duties and responsibilities must be carried out in line with the competency levels defined in the SKSF outline for this role. Additionally, all staff are expected to adhere to the Trust's core values and behaviours.

Working for our organisation
We have 10,000 fantastic people working hard to deliver quality services to our patients. Whatever your role, you help look after 370,000 people in our local area & give specialist care to 1.5 million people across Lancashire & Cumbria.
Working with us gives you the knowledge and sense of pride that every activity you do genuinely does make a difference to support our patients & staff, ensuring we keep thriving & delivering outstanding healthcare right across our local towns.
You'll have access to varied development opportunities, learn new skills, meet fab people & do things you'd never have done. You'll learn about working in a hospital, interacting with people from all different roles to build skills & enhance your career path.
You'll make an impact, be challenged to think differently, be bold & help innovate to keep improving things. Everything we do centres around patient care and enhancing their experience which means your role is pivotal and something really to be proud of.

Detailed job description and main responsibilities
+ Ensure that the Facilities Management, (FM First), and
Mobile Task Management Systems are kept up to date and
accurate in terms of calls logged and completed, and that
notes and supporting documentation are added to the
system as necessary ensuring job feedback.
+ Running off monthly activity reports in respect of
performance for both reactive and planned maintenance
work.
+ Help plan and set up all preventative maintenance, (PPM's)
jobs, both statutory and non-statutory.
Respond to difficulties and faults raised by customers and
users of the Facilities Management Software systems.
+ Organise priorities and deal with maintenance requests,
providing call logging, analysis and resolution services for
service users in relation to all estates issues.
+ Provides an efficient telephone helpline service, dealing
with requests from customers/clients for a range of services
delivered by the Directorate, i.e. building, engineering,
waste management etc.
+ Liaises with various Suppliers/Finance regarding raising
orders, invoice queries, payments etc.
+ Processes stock/non-stock requisitions via Oracle system.
+ Ensure adequate stationery stock levels are available and
kept secure for the department.
+ Ensures that monthly Staff Attendance Record is accurately
recorded and submitted within Health Roster in the
necessary timescales, including the coordinating of
additional hours, on-call hours etc. for all departmental staff.
+ Organise and keep up to date all departmental training
records
+ Provides training and mentorship to new starters and
colleagues as required, which includes discussion,
explanation, shadowing and practical demonstration
+ Manages correspondence within the department, open
incoming mail, sort, collate and arrange distribution.
+ Arranges meetings and manages appointments.
+ Word processing of contract and other documents in
addition to general correspondence.
+ To assist in the production of reports and carries out filing,
photocopying and laminating of documents.
+ Manages and develops filing systems within the department
+ Develop and maintain effective working relationships with
managers, colleagues, contractors and trust wide service
users.
+ Provide managerial, technical and operational advisory
support to the maintenance staff and contractors to the
Trust.
+ Provide operational advisory support to Trust staff and
managers to ensure compliance with all safety standards
and procedures
+ Replies to routine correspondence on behalf of the
management team, prepare agendas, take formal minutes
at meetings for distribution to external and internal contacts,
research information for reports and pre-meeting briefings.
+ Deals with verbal, written and face to face
enquiries/complaints across the range of services (i.e.
engineering and building maintenance and general facility
issues) from patients, visitors and staff, in a diplomatic,
sensitive and professional manner. Complicated
information to be communicated with various internal and
external contact
Thanks for taking the time to view this advert; we're looking forward to receiving your application. You should be aware that the vacancy may close earlier than the published date if sufficient applications are received so it would be best to apply as soon as you can. We'll contact you by e-mail to update you on the progress of your application so please check the e-mail account that you applied from (including spam/junk) regularly.
We are committed to promoting equality of opportunity, celebrating and valuing diversity and eliminating any form of unlawful discrimination across our workforce, ensuring our people are truly representative of the communities we serve. All individuals regardless of race, age, disability, ethnicity, nationality, gender, gender reassignment, sexual orientation, religion or belief, marriage and civil partnership, neurodiversity or veteran status are encouraged to apply for this post. Our Statement on the Recruitment of Ex-Offenders is available Here
To support you in your application process we've created a What we can offer you guide that shows what you can expect when you join our hospitals. The guide includes links to our strategic aims and objectives as well as our values, development support and rewards and benefits. To help you get the best from your application we've also put together two guides to help you make your application the best it can be. Just click here and here to go through them, or have them open as you complete your application.
We recognise that the recruitment process may present barriers for some and you may need personal adjustments to enable you to participate in our recruitment process. Please make contact with the recruitment team at the earliest opportunity to ensure that measures can be put in place to enable your application for this post.
Use of Artificial Intelligence (AI) when writing job applications
If you choose to use AI or other tools to assist in writing your application, it's essential to personalise this information, particularly your supporting information section. While AI can help streamline the writing process, these tools cannot fully grasp the context or requirements of the job you're applying for. There is also a risk that it can generate false or misleading information.
AI-generated job applications can often be generic, impersonal and may not accurately reflect your qualifications, knowledge, skills, and experiences. It is crucial that you personalise your supporting statement by articulating these in your unique voice. Relying solely on AI to write your application or supporting information section is not advocated by Lancashire Teaching Hospitals and could negatively impact your chances of success in the application process.
We have added a disclaimer to our application process advising that the use of AI is monitored and if applicants have used it then they are required to declare this.
Supporting Information
The supporting information section is an opportunity for you to showcase how your qualifications, knowledge, skill and experiences align with the requirements and criteria outlined in the job description and person.
Our recruiting managers score applications based on the criteria listed in the person specification. They will be looking for evidence of how you meet these criteria. To increase your chances of securing an interview, provide examples of how you have applied your skills and knowledge in real-life situations. Share work-related successes and challenges you've navigated that align with the criteria. These could be from various aspects of your life, including work, education, and personal experiences.
Consider structuring your supporting information section with clear headings or bullet points. This approach will help both you and the recruiting manager navigate through your application more effectively.
Working Smarter pledge
We are reminded everyday of how important life is, so as part of our Working Smarter pledge we offer a variety of flexible working options and wellbeing support to enable our people to find and maintain the right work-life balance.
Secondments
If you are applying for a secondment role please ensure you have agreement from your current line manager prior to attending an interview. Also please ensure you have read the LTHTR Secondment Policy. A copy of this can be found on the intranet or by contacting [email protected]
Young People
Please note a young person must be in part-time education or training until they're 18. therefore if you are under 18 we are unable to employ you on a full time basis, unless it is in an apprenticeship role.
Disclosure and Barring Service checks
If the role you've applied for requires a Disclosure and Barring Services (DBS) check we will administer this on your behalf and the cost will be recovered from your salary, either as a one-off payment, or over 3 months. The level of check required depends on the role that you have been offered. Currently the charges are - Basic DBS check £26.40 Standard DBS check £26.40 and Enhanced DBS check £54.40. You should be aware that if you are successful in obtaining a position that requires a DBS check but later withdraw your application, you may be required to reimburse the cost of the DBS check. DBS checks remain free of charge for volunteer positions. The DBS Code of Practice can be accessed here.
In line with guidance from United Kingdom Health Security Agency, all staff and volunteers are required to comply with Trust Infection Prevention and Control processes in relation to safe working. This includes mask wearing and adherence to social distancing at all Trust sites.