Job vacancy: Admin Support Officer - Estates, Lancashire Teaching Hospitals NHS Foundation Trust, Preston

Job summary

Main area: Building Department
Grade: Band 3
Contract: Permanent
Hours: Full time - 37.5 hours per week
Job ref: 438-PB2479

Employer: Lancashire Teaching Hospitals NHS Foundation Trust
Employer type: NHS
Site: Royal Preston Hospital
Town: Preston
Salary: £24,071 - £25,674 per annum, pro rata
Salary period: Yearly
Closing: 19/01/2025 23:59
Interview date: 03/02/2025

Admin Support Officer - Estates

Band 3

Detailed job description and main responsibilities

Ensure that the Facilities Management, (FM First), and
Mobile Task Management Systems are kept up to date and
accurate in terms of calls logged and completed, and that
notes and supporting documentation are added to the
system as necessary ensuring job feedback.
Running off monthly activity reports in respect of
performance for both reactive and planned maintenance
work.
Help plan and set up all preventative maintenance, (PPM’s)
jobs, both statutory and non-statutory.
Respond to difficulties and faults raised by customers and
users of the Facilities Management Software systems.
Organise priorities and deal with maintenance requests,
providing call logging, analysis and resolution services for
service users in relation to all estates issues.
Provides an efficient telephone helpline service, dealing
with requests from customers/clients for a range of services
delivered by the Directorate, i.e. building, engineering,
waste management etc.
Liaises with various Suppliers/Finance regarding raising
orders, invoice queries, payments etc.
Processes stock/non-stock requisitions via Oracle system.
Ensure adequate stationery stock levels are available and
kept secure for the department.
Ensures that monthly Staff Attendance Record is accurately
recorded and submitted within Health Roster in the
necessary timescales, including the coordinating of
additional hours, on-call hours etc. for all departmental staff.
Organise and keep up to date all departmental training
records
Provides training and mentorship to new starters and
colleagues as required, which includes discussion,
explanation, shadowing and practical demonstration
Manages correspondence within the department, open
incoming mail, sort, collate and arrange distribution.
Arranges meetings and manages appointments.
Word processing of contract and other documents in
addition to general correspondence.
To assist in the production of reports and carries out filing,
photocopying and laminating of documents.
Manages and develops filing systems within the department
Develop and maintain effective working relationships with
managers, colleagues, contractors and trust wide service
users.
Provide managerial, technical and operational advisory
support to the maintenance staff and contractors to the
Trust.
Provide operational advisory support to Trust staff and
managers to ensure compliance with all safety standards
and procedures
Replies to routine correspondence on behalf of the
management team, prepare agendas, take formal minutes
at meetings for distribution to external and internal contacts,
research information for reports and pre-meeting briefings.
Deals with verbal, written and face to face
enquiries/complaints across the range of services (i.e.
engineering and building maintenance and general facility
issues) from patients, visitors and staff, in a diplomatic,
sensitive and professional manner. Complicated
information to be communicated with various internal and
external contact

Person specification

Qualifications and Education

Essential criteria

General education to GCSE level or equivalent
Good knowledge of clerical/secretarial/office management procedures acquired through NVQ level 3, or equivalent, relevant practical experience.

Desirable criteria

NVQ level 3 in word processing/software and use of IT databases plus relevant practical experience

Knowledge and Experience

Essential criteria

Experience of Microsoft Windows packages to include word processing, IT/database processing skills
Demonstrate a commitment to continuing professional development

Desirable criteria

Previous experience of working within the NHS.
Experience of using IT databases (MS Access/Oracle)

Thanks for taking the time to view this advert; we’re looking forward to receiving your application. You should be aware that the vacancy may close earlier than the published date if sufficient applications are received so it would be best to apply as soon as you can. We’ll contact you by e-mail to update you on the progress of your application so please check the e-mail account that you applied from (including spam/junk) regularly.

We are committed to promoting equality of opportunity, celebrating and valuing diversity and eliminating any form of unlawful discrimination across our workforce, ensuring our people are truly representative of the communities we serve. All individuals regardless of race, age, disability, ethnicity, nationality, gender, gender reassignment, sexual orientation, religion or belief, marriage and civil partnership, neurodiversity or veteran status are encouraged to apply for this post. Our Statement on the Recruitment of Ex-Offenders is available Here

To support you in your application process we’ve created a What we can offer you guide that shows what you can expect when you join our hospitals. The guide includes links to our strategic aims and objectives as well as our values, development support and rewards and benefits. To help you get the best from your application we’ve also put together two guides to help you make your application the best it can be. Just click here and here to go through them, or have them open as you complete your application.

We recognise that the recruitment process may present barriers for some and you may need personal adjustments to enable you to participate in our recruitment process. Please make contact with the recruitment team at the earliest opportunity to ensure that measures can be put in place to enable your application for this post.

Use of Artificial Intelligence (AI) when writing job applications

If you choose to use AI or other tools to assist in writing your application, it's essential to personalise this information, particularly your supporting information section. While AI can help streamline the writing process, these tools cannot fully grasp the context or requirements of the job you’re applying for. There is also a risk that it can generate false or misleading information.

AI-generated job applications can often be generic, impersonal and may not accurately reflect your qualifications, knowledge, skills, and experiences. It is crucial that you personalise your supporting statement by articulating these in your unique voice. Relying solely on AI to write your application or supporting information section is not advocated by Lancashire Teaching Hospitals and could negatively impact your chances of success in the application process.

We have added a disclaimer to our application process advising that the use of AI is monitored and if applicants have used it then they are required to declare this.

Supporting Information

The supporting information section is an opportunity for you to showcase how your qualifications, knowledge, skill and experiences align with the requirements and criteria outlined in the job description and person.

Our recruiting managers score applications based on the criteria listed in the person specification. They will be looking for evidence of how you meet these criteria. To increase your chances of securing an interview, provide examples of how you have applied your skills and knowledge in real-life situations. Share work-related successes and challenges you’ve navigated that align with the criteria. These could be from various aspects of your life, including work, education, and personal experiences.

Consider structuring your supporting information section with clear headings or bullet points. This approach will help both you and the recruiting manager navigate through your application more effectively.

Working Smarter pledge

We are reminded everyday of how important life is, so as part of our Working Smarter pledge we offer a variety of flexible working options and wellbeing support to enable our people to find and maintain the right work-life balance.

Secondments

If you are applying for a secondment role please ensure you have agreement from your current line manager prior to attending an interview. Also please ensure you have read the LTHTR Secondment Policy. A copy of this can be found on the intranet or by contacting [email protected]

Young People

Please note a young person must be in part-time education or training until they’re 18. therefore if you are under 18 we are unable to employ you on a full time basis, unless it is in an apprenticeship role.

Disclosure and Barring Service checks

If the role you’ve applied for requires a Disclosure and Barring Services (DBS) check we will administer this on your behalf and the cost will be recovered from your salary, either as a one-off payment, or over 3 months. The level of check required depends on the role that you have been offered. Currently the charges are - Basic DBS check £26.40 Standard DBS check £26.40 and Enhanced DBS check £54.40. You should be aware that if you are successful in obtaining a position that requires a DBS check but later withdraw your application, you may be required to reimburse the cost of the DBS check. DBS checks remain free of charge for volunteer positions. The DBS Code of Practice can be accessed here.

In line with guidance from United Kingdom Health Security Agency, all staff and volunteers are required to comply with Trust Infection Prevention and Control processes in relation to safe working. This includes mask wearing and adherence to social distancing at all Trust sites.

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For more information about the Trust take a look at our Application Guide or visit our website www.lancsteachinghospitals.nhs.uk You can also keep up to date with us on Facebook, Twitter, Linked In and Instagram.

We look forward to hearing from you soon!