Estates Coordinator
| Posting date: | 04 September 2024 |
|---|---|
| Salary: | £24,071.00 to £25,674.00 per year |
| Additional salary information: | £24071.00 - £25674.00 a year |
| Hours: | Full time |
| Closing date: | 07 October 2024 |
| Location: | Exeter, EX2 7HY |
| Company: | NHS Jobs |
| Job type: | Permanent |
| Job reference: | C9202-24-0392 |
Summary
Process maintenance requests within the department. Prioritise defects and liaise with relevant contractors, ensuring work is carried out in a prompt and effective manner as appropriate. Be responsible for operation of the Estates Helpdesk System, accurately recording requests, contractor instructions, urgency, completion and invoice details, ensuring records are kept current, notifying clients of action taken and providing progress updates and highlighting any areas of concern as appropriate. Assist with the Trusts waste disposal activities and receive and collate Waste Management Consignment notes Provide a Helpdesk service for waste management queries for all Trust sites resolving many where possible and forwarding others as appropriate. Assist where required with the Trusts recycling activities. Assist with the management of the Trusts cleaning and waste contracts, raising any concerns as appropriate and carrying out monthly audits when required. Deal with telephone enquiries in a courteous professional manner from a wide range of NHS personnel, legal teams, solicitors, sub-contractors, suppliers and so on ensuring that each query is dealt with efficiently and forwarded onto the appropriate person. Communicating effectively with other people of all levels within the Trust and externally. Deal firmly and sympathetically with contractor and supplier grievances and performance/service issues to ensure satisfactory outcomes. Arrange meetings, book rooms, take minutes and notes, type up and distribute to relevant personnel or department. Maintain and update diaries and movements for Estates staff. Ensure that effective filing and record systems are in place and are maintained and for the archiving and retrieval of documentation as and when required. Deal with emails and general correspondence some of which may be of a confidential and/or sensitive nature. Deal with incoming and outgoing post for the department, scanning and copying of any documentation and distributing to the right person. Assist the Estates Compliance Officers with Estates contracts. Assist with the implementation of the Control of Contractors Policy. Participate in staff work plans, staff appraisals, one to one meetings and annual reviews. Approve purchase orders and invoices within delegated financial limits and Standing Financial Instructions. To assist designated contract managers with utility providers and invoices. Monitor InPhase incidents, liaise with Estates and other staff, take action as appropriate or refer as appropriate and enter responses/updates. To support a programme of departmental continuous improvement To fully support the Estates function as required by the Head of Estates For further information about this role please see attached the job description and person specification attached.