Help Desk Administrator

Job overview

The Estates department is seeking a forward thinking and innovative individual that embraces improvement and change to assist with the transformation of its operation. This role is part of a wider administrative team that provides support to estates (hard services, capital projects, governance and decontamination) and therefore will have a very varied remit.

Right to Work in the UK: This role is not available for Skilled Worker visa sponsorship. Applicants must already have the legal right to work in the UK at the time of application. Unfortunately, we are unable to support visa applications for this post in line with UKVI regulations.

Main duties of the job

The Helpdesk function is central to providing maintenance support across the Trust Estate. The post holder will work with the Estates Supervisors Officers, providing administrative assistance to support the Estates & Facilities Department as directed. The post holder will assist in the day-to-day operation of the Estates Helpdesk via the MiCad/Zetasafe Helpdesk software system, logging job requests and chasing queries as necessary updating requesters regarding progress and outcomes. The post holder will act as a customer service link between internal and external clients, contractors and the Estates and Facilities Service.

Detailed job description and main responsibilities

Be the first point of contact for visitors to the Estates Department responsible for ensuring that all visitors sign in and putting them in touch with their Trust contact and issuing keys and security passes as required. Maintain a courteous and helpful approach when dealing with all visitors and contractors. To ensure all jobs are handled with an effective response, issues are addressed and actioned swiftly, liaising, supporting and working closely with the Estates Officers & Managers. To receive incoming telephone calls, manage queries, record and pass on messages as appropriate from service users and suppliers, including wards, non-clinical departments, Trust staff and external supply companies and contractors. Accurately processing jobs for Trust Estates staff and Contractors using the Estates Singu/Zetasafe software Helpdesk system to include, raising and allocating calls, monitoring active and outstanding, and closing completed jobs, highlighting issues where needed to the appropriate person. Maintain stock levels within the department and ensure the system is kept up to date. To arrange service attendance to site to maintain or repair equipment and or buildings, under direction of appropriate persons, recording information via the internal logging system To raise purchase orders and receipt goods to ensure prompt payment of goods and services received by the Estates & Facilities department. To liaise with the Procurement & Finance departments on queries. Receive deliveries into Estates, checking for accuracy and storing goods securely for distribution to the relevant teams. Ensuring items are logged on the system. Assist with the physical and electronic document and record control and management, including filing, storage, update and disposal of document and records. General office duties, to include sending/receiving emails, receive, distribute, gather and send all incoming/outgoing mail, photocopying and invoice checking daily. To provide cover for other administration Team as required and to undertake other duties commensurate with this grade of post in agreement with the relevant line manager.

Applicant requirements

This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.