Estates Administrator

Job overview

Bedfordshire Hospitals NHS Foundation Trust is pleased to offer an exciting and varied opportunity to join our Estates and Facilities team. This role is ideal for an organised, proactive, and motivated individual who enjoys working in a fast-paced environment and supporting essential services that enable high-quality patient care.

As part of the Estates and Facilities department, you will provide specialist administrative support for the Trust’s Computer Aided Facilities Management (CAFM) system, ensuring information is accurately maintained and services are effectively coordinated. You will also provide comprehensive administrative and secretarial support to the wider Estates and Facilities team, contributing to the efficient delivery of day-to-day operations.

This is a great opportunity to become part of a supportive and dedicated team, while developing your skills and gaining valuable experience within a dynamic healthcare environment.

Main duties of the job

Main duties of the role include:

• Provide administrative support to Estates Managers, assisting with the smooth and efficient running of Estates operations.
• Deliver a high-quality and comprehensive administrative and secretarial service to the Estates Operations team.
• Work collaboratively with other Estates Administrators, providing mutual support by sharing workloads during periods of absence and busy periods.
• Support Estates and Facilities Managers with a range of administrative and secretarial tasks, including providing cover for the Estates Main Reception when required.
• Use excellent communication skills, professionalism, and tact when dealing with a wide range of visitors, colleagues, and stakeholders.
• Maintain a high standard of IT literacy and demonstrate the ability to accurately record and produce meeting minutes.
• Manage and prioritise competing workloads effectively, working calmly and efficiently in a busy environment.

Detailed job description and main responsibilities

Please refer to the attached Job Description and Person Specification for full details of the role, duties, and responsibilities.

Main duties of the role include:

• Provide comprehensive secretarial and administrative support to the Head of Operational Estates and Senior Estates Managers, including arranging meetings, preparing relevant documentation, booking venues, taking accurate minutes and notes, and supporting projects as required.
• Provide administrative support to Estates Managers, including: Issuing work requests and events to operatives and contractors. Raising maintenance sub-tasks for the Estates team. Scheduling jobs using Resource Scheduler, Event Director, and Express Events, including maintaining annual leave records within the CAFM system. Responding to maintenance queries received by telephone and email, ensuring timely and effective communication. Assisting with the maintenance, updating, and administration of CAFM system records and water hygiene monitoring records.
• Issuing work requests and events to operatives and contractors.
• Raising maintenance sub-tasks for the Estates team.
• Scheduling jobs using Resource Scheduler, Event Director, and Express Events, including maintaining annual leave records within the CAFM system.
• Responding to maintenance queries received by telephone and email, ensuring timely and effective communication.
• Assisting with the maintenance, updating, and administration of CAFM system records and water hygiene monitoring records.