Estates Administration Asssitant

Job overview

As a valued member of the Winchester Estates Team, the post holder will play a key role in supporting the delivery of a high-quality, customer-focused Estates service across the organisation. Working as part of a dynamic and dedicated team, they will undertake a range of administrative and coordination activities that contribute to the efficient operation of the Estates Department and support the delivery of departmental business objectives.

The post holder will be responsible for providing comprehensive administrative support to the Estates Department, ensuring that records, systems, documentation, and communications are maintained effectively and in a timely manner. They will work closely with Estates colleagues and a range of internal stakeholders, helping to facilitate the smooth running of day-to-day operations and contributing to the delivery of safe, efficient, and well-maintained environments for patients, visitors, and staff.

A commitment to delivering a professional, responsive service and adhering to all relevant Trust policies, procedures, and operational standards is essential at all times. The role offers an excellent opportunity to contribute to the effective management of the Trust's estate while developing valuable experience within a busy and varied administrative environment.

Main duties of the job

• Work independently to provide comprehensive administrative support to the Estates Department under the direction of the Site Maintenance Manager and Estates Business Support Manager.
• Create, maintain, and accurately update departmental databases and records, including Microsoft Excel spreadsheets, FM First, meeting room booking systems, and other Estates management systems.
• Produce, format, and distribute correspondence, reports, presentations, minutes, and other documents as required, ensuring accuracy and confidentiality at all times.
• Manage incoming and outgoing post, including preparing items for internal and external distribution and liaising with the Trust Post Room as required.
• Support the procurement process by raising and monitoring purchase orders, tracking their progress, and liaising with suppliers and internal stakeholders to ensure timely delivery of goods and services.
• Maintain accurate records relating to annual leave, sickness absence, and other workforce information, ensuring all confidential data is managed in accordance with Data Protection legislation and Trust policies.
• Organise and coordinate meetings, events, and site visits, including diary management, booking venues, arranging refreshments, and liaising with both internal and external attendees.
• Attend meetings as required, taking accurate minutes, producing clear records of discussions and actions, and distributing documentation within agreed timescales.
• Coordinate external training and development activities for Estates staff, including course bookings, travel arrangements, accommodation reservations, and associated administration.
• Monitor and record price variances, process payment authorisations, and support financial administration activities within the department.
• Maintain effective filing and record-keeping systems, ensuring information is accessible, accurate, and up to date.
• Comply with all Trust, departmental, and statutory policies, procedures, and regulations at all times.
• Participate in mandatory, statutory, and role-specific training to maintain knowledge, skills, and professional competence.
• Undertake any other duties commensurate with the grade and responsibilities of the post, as required to support the effective operation of the Estates Department.

Detailed job description and main responsibilities

Please see the attached job description for further information the vacancy and essential and desirable criteria.