Helpdesk Administator

at  Epsom and St Helier University Hospitals NHS Trust

To work as part of a multi-disciplinary, professional team providing planned and reactive maintenance across the Trust buildings
To be responsible for the provision of a comprehensive and effective administrate service for the Property Maintenance Department
To maintain co-ordination of paperwork and communication between staff at all levels across the trust and contractors
To provide a full and varied administrative service to the Property Maintenance Department including CAFM, Procurement and HR
To manage own workload acting independently maintaining timely and accurate outputs for requested work
To monitor and report on the effectiveness of the estates team through the CAFM system
To select, retrieve and collate Papers and information for meetings and reports.
Day to day responsibility for the management of the CAFM system and support of the operation team in by Logging and issue reactive and planned maintenance work orders.
To forecast the Planned maintenance System, reviewing the programme in advance and ensuring no element of the planned maintenance falls behind the agreed programme or if it does ensuring appropriate manager is aware.
To manage the re-prioritisation and re-allocation of work and the workloads of the maintenance staff to reflect staffing levels changes and priority changes, with the service needs, Health and Safety and patient care.
To work closely with the Estates maintenance management on a daily basis to facilitate work planning and service communication.
To be the first point of contact for calls determining their requirements and the appropriate process of responding.
To receive and respond to telephone calls and other media
Support the CAFM manager in the maintenance of the CAFM system
Manage Health roster, Datix, procurement and other bespoke systems, in a timely and efficient manner on behalf of the estates
To plan for situations which are known; and to be able to re-prioritise work to accommodate unexpected situations and interruptions
To maintain an efficient electronic and paper based filing system to comply with the needs of managers.
Epsom and St Helier University Hospitals NHS Trust provides a range of medical services to approximately 490,000 people living across southwest London and northeast Surrey. In addition, we provide more specialist services, in particular renal and neonatal intensive care, to a wider area, covering parts of Sussex and Hampshire.
We serve an area that is rich in diversity, with a mix of urban and rural areas, and differing levels of quality of life. We cover some of the most prosperous postcodes in the country, as well as some poorer areas. Together with our colleagues at NHS Surrey and NHS Sutton and Merton, we work to make sure that we deliver the best possible care to the communities we serve.
The Trust employs approximately 5,000 staff across its hospitals and is supported by over 500 volunteers.
Technical
To efficiently manage the planned and reactive maintenance
To effectively manage Health Roster
To effectively manage the estates procurement
To produce reports for Senior managers
To ensure that the CAFM system is up to date
Understanding of requirements of COSHH, Asbestos regulations, control of Legionella within healthcare Premises, Medical gases, RIDDOR, LOLER, CDM regulations, the Electricity at Work Act and all relevant Health and Safety Regulations.
Leadership or managerial
Be an effective member of the trusts Estates and Facilities team, demonstrating a commitment to the trusts strategic objectives and vision
Build strong, collaborative relationships with colleagues across ESTH and community sites to statutory compliance
To work as part of a multi-disciplinary, professional team providing planned and reactive maintenance across Trust properties
Information and reporting
Ensure that effective communication exits at all levels and that key messages are delivered to all levels ensuring all reports are accurate.
Ensure that communication is a two way process that encourages feedback and generates good ideas
Maintain a filing system for compliance records
Produces reports from databases for the use of Senior Managers
Technology or system support
Be fully conversant with the CAFM system
Be fully conversant with Heath Roster
Be fully conversant with Oracle
Be fully conversant with Microsoft packages
Be fully conversant with the Trusts Estates filing system
The ability to track all works requests to the Estates Department
Communications and Engagement
Provide and receive complex information
Provide and receive highly complex, sensitive or contentious information
Prepare monthly multi stranded monitoring reports and present these to Associate Director of Estates, Heads of Estates and Senior Managers
To inform estates of new assets and ensure that they are added onto the CAFM system to liaise with suppliers and contractors to ensure KPIs are met.
To work collaboratively with all members of the Trust and contractors
General responsibilities
To support the department and organisation by carrying out any other duties that reasonably fit within the broad scope of a job of this grade and type of work.
Assist visitors, patients and staff during incidental contac

Please refer the Job description for details