Estates & Facilities Administrator - Estates

Job overview

The post holder will provide a comprehensive Administration service to the Estates team.

The post holder will be working in a fast-paced environment, which requires a calm but proactive approach with the ability to multi-task whilst being thorough. Meeting management and maintenance of Project and Programme documentation form a large part of the role, as does a high volume of standard administrative tasks including the preparation of correspondence, presentation, briefing, Board and complex papers. Attention to detail is paramount in this post, as is the ability to prioritise workload.

The post holder will provide administration support by; attending meetings as minute taker (including taking a record of attendees, any apologies, record and transcribe notes and actions of meetings), distribution to all required within an appropriate timescale, maintain an action log and following-up actions outside of meetings. Preparing agendas, distributing notes of meetings including documenting group discussions as necessary and manage email accounts, ensure emails are actioned/disseminated, throughout each working day.

Main duties of the job

• Daily contact with the Estates Team to prioritise work for the day/week.
• Co-ordinate the diaries of Senior Managers and assist with the day-to-day efficient running of the office.
• Act as a point of contact for all communications  and deal with appropriately, including the exchange of sensitive or contentious information
• Ensure all queries into the office are dealt with in a timely and professional manner, initiating actions and follow ups and reporting progress as appropriate, using judgment to ensure that messages and actions are prioritised and brought to the attention of the relevant member of the team with any supporting information.
• Administration duties, responding in a professional manner in line with data confidentiality procedures. Be able to work in a fast paced, busy environment.
• Set up and co-ordinating meetings for the Estates team including booking venues, preparing agendas, completing minutes/action notes, and detailing schedules. This may include coordination with external stakeholders.
• Prepare presentations and briefing papers, project update documentation and distributing to members.

Detailed job description and main responsibilities

• Use word processing packages and Microsoft Office to produce various documents.
• Daily use of Outlook for communication (sending/receiving e-mails), as well as booking and checking of meeting rooms and equipment booking.
• Support with project coordination and implementation, including high-level administration support.
• Perform routine clerical duties e.g. photocopying, reports and other similar documents to specific formats using appropriate software packages and office equipment.
• Provide a telephone answering service for service users and professionals, taking messages and ensuring that details are accurately logged in the correct message book as and when required.
• Upload a range of Project and Programme management documents to platforms such as SharePoint.
• Manage email accounts, ensure emails are actioned/disseminated, throughout each working day.
• Support with the raising of purchase orders as part of project work, or as a Estates team requirement.
• Deal with in-coming queries to shared mailboxes.
• Validate project/programme details and update databases.
• Develop and maintain databases as required for the role and/or department, providing information/analyst advice and support. Maintain data collection systems for its effective use by the team.