Administration Support Officer

Job overview

We are seeking a highly organised and enthusiastic Administration Support Officer to join our Quality - Property and Facilities Management Team. This is an excellent opportunity for someone with strong administrative skills who enjoys working in a busy environment and takes pride in delivering a high-quality support service.

Working as part of a friendly and professional team, you will provide essential administrative support for a wide range of Trust-wide service contracts, helping to ensure services are delivered efficiently and effectively across the organisation.

Main duties of the job

The successful candidate will have:

• Previous experience working within a busy office environment.
• Excellent customer service and communication skills.
• Strong organisational skills and attention to detail.
• Proven administrative experience and the ability to manage competing priorities.
• Confidence using Microsoft Office applications, particularly Outlook, Word and Excel.
• GCSEs (or equivalent), including English Language.
• The ability to work independently whilst contributing positively as part of a team.
• A flexible, proactive approach and a willingness to learn.

Detailed job description and main responsibilities

As an Administration Support Officer, you will:

• Provide comprehensive administrative support to the Contracts Team.
• Maintain accurate contract records, databases and filing systems.
• Raise purchase requisitions and process invoices in line with the Trust's Financial Standing Instructions.
• Arrange maintenance visits, contractor call-outs and additional works within agreed service level agreements.
• Monitor contract documentation and ensure all records are audit compliant.
• Maintain contract information on the Trust's contract management systems.
• Assist with monitoring contract expenditure and highlight any issues requiring attention.
• Support the effective operation of the Estates Help Desk by responding to enquiries and tracking maintenance requests.
• Arrange meetings, prepare correspondence and respond to emails in a timely manner.
• Manage incoming telephone calls, visitors and departmental post.
• Order stationery and provide general administrative support to the Estates and Facilities teams.

Please see job description and person specification for further details

We reserve the right to close the advert early if sufficient applications have been received.