Job Description
The post holder will provide a high level of administrative support to the Facilities Management Team and be conversant in all the duties of a Facilities Administration Officer., 1. To support the weekly and monthly payroll returns.
2. To coordinate the sickness reporting for the department including keeping ESR up to date with all sickness and producing reports for Management and HR. Keeping a track on trigger points and advise operational team accordingly.
3. To act as 'super-user' of the various bespoke systems that the department uses on a daily basis: auditor, access control, oracle, Time and attendance, facilities intranet page and survey monkey. This will include being the first point of contact and escalation with suppliers.
4. To undertake general office duties including filing, circulation of post, photocopying, letters, generating reports, compiling agendas and note taking as required.
5. To maintain a filing system within the department and ensure records are stored, filed and archived both physically and electronically.
6. To gather data from the facilities bespoke systems and produce reports and statistics for audit purposes when required.
7. To use the Trust's internal ordering system to order and receipt goods and to raise orders from capital and special trustee funds complying with the Trust's Standing Financial Instructions (SFI's) at all times.
8. To keep and maintain spreadsheets monitoring labour utilisation (including Agency returns), financial expenditure, any other management spreadsheets within the Facilities department.
BWC Management Services Limited (also known as Vital Services) is a wholly-owned subsidiary company of Birmingham Womens and Childrens NHS Foundation Trust (BWC). The sole focus of Vital Services is the provision of estates and facilities services and, most importantly, the staff who provide these crucial services who are fundamental to the Trust being able to deliver world-class care. All Estates, Medical Engineering and Facilities staff are employed directly by Vital Services and although not NHS employees, are very much part of the BWC family, working together to be a world-leading team, providing world-leading care.
2. To coordinate the sickness reporting for the department including keeping ESR up to date with all sickness and producing reports for Management and HR. Keeping a track on trigger points and advise operational team accordingly.
3. To act as 'super-user' of the various bespoke systems that the department uses on a daily basis: auditor, access control, oracle, Time and attendance, facilities intranet page and survey monkey. This will include being the first point of contact and escalation with suppliers.
4. To undertake general office duties including filing, circulation of post, photocopying, letters, generating reports, compiling agendas and note taking as required.
5. To maintain a filing system within the department and ensure records are stored, filed and archived both physically and electronically.
6. To gather data from the facilities bespoke systems and produce reports and statistics for audit purposes when required.
7. To use the Trust's internal ordering system to order and receipt goods and to raise orders from capital and special trustee funds complying with the Trust's Standing Financial Instructions (SFI's) at all times.
8. To keep and maintain spreadsheets monitoring labour utilisation (including Agency returns), financial expenditure, any other management spreadsheets within the Facilities department.
BWC Management Services Limited (also known as Vital Services) is a wholly-owned subsidiary company of Birmingham Womens and Childrens NHS Foundation Trust (BWC). The sole focus of Vital Services is the provision of estates and facilities services and, most importantly, the staff who provide these crucial services who are fundamental to the Trust being able to deliver world-class care. All Estates, Medical Engineering and Facilities staff are employed directly by Vital Services and although not NHS employees, are very much part of the BWC family, working together to be a world-leading team, providing world-leading care.
💡 Quick Summary
Seeking a career-building opportunity? The Facilities Administration Officer position is now open for candidates interested in the Admin Executive sector. This role in Birmingham offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Admin Executive is a plus.