System Support Worker (Administration)

We are seeking to employ a highly motivated, appropriately skilled, reliable, and enthusiastic Estates System Support Worker to provide administrative and systems support within Estates Services. The successful applicant will be a valuable member of the Estates Services team undertaking administrative, and estate systems support to the estates team across the organisation. The post holder will provide an efficient telephone helpline service for the E&F Helpdesk, maintain estates database systems including processing financial, procurement and asset information and accurately input data to the Maintenance Reporting System (fmFirst). The post holder will also carry out reception duties for visitors and contractors and deliver high-quality routine administrative support as required within the Directorate, responding to requests for information promptly and efficiently using a variety of communication methods, ensuring that Trust Customer Service standards are adhered to. The post holder, As part of this role, you will be responsible for providing accurate information and data from the Computer-Aided Facilities Management (CAFM) system. Acting as the first point of contact for staff and contractor enquiries, you will offer guidance, information, and signposting, ensuring queries are referred to the appropriate department or individual when required.

You will deliver high-quality administrative and clerical support to managers across the team, as well as processing orders, resolving invoice queries, and supporting helpdesk operations.

Working for our organisation

We have 9000 fantastic people working hard to deliver quality services to our patients. Whatever your role, you help look after 370,000 people in our local area & give specialist care to 1.5 million people across Lancashire & Cumbria. Working with us gives you the knowledge and sense of pride that every activity you do genuinely does make a difference to support our patients & staff, ensuring we keep thriving & delivering outstanding healthcare right across our local towns. You’ll have access to varied development opportunities, learn new skills and meet fab people. You’ll learn about working in a hospital, interacting with people from all different roles to build skills & enhance your career path. You’ll make an impact, be challenged to think differently, be bold & help innovate to keep improving things. Everything we do centres around patient care and enhancing their experience which means your role is pivotal and something really to be proud of.

Detailed job description and main responsibilities

Provides an efficient telephone helpdesk service, effectively dealing with requests from customers/clients for a range of services delivered by the department i.e., building/engineering.

Acts as first point of contact for staff/members of public for the Estates and Facilities Office/Helpdesk.

Deals with telephone enquiries in a clear and pleasant manner.

Handles non-verbal communication from members of public and staff through a variety of media.

Provides training to new starters, which includes discussion, explanation, shadowing and practical demonstration

Take responsibility for own personal development

Participate in appraisal and development meetings and develop a PDP

Undertake all Mandatory Training

Provides administrative support to colleagues in the immediate work team.

Provide information to staff and visitors to the department.

Operation of departmental computers in association with asset management and planned preventative maintenance.

Maintain security of information, i.e., computer passwords.

Ensure that all equipment used is in good repair, report if necessary.

Uses own initiative to ascertain and allocate helpdesk jobs to relevant department.

Ensures effective communication exists between the helpdesk and stakeholders and participate in service effectiveness.

Attend staff meetings, involving discussion of ideas for service development.

Take part in departmental audits

Deals with any problems relating to the Helpdesk service where appropriate.

Work within Trust and departmental guidelines, policies and procedures, including data information protection and security.

Ensure provision of a high-quality service by continual development of own role and that within the team.

Presenting a positive impression of the team and the service, supporting other team members.

Ensure accidents/incidents are notified promptly with adherence to departmental procedure.

Comply fully with all policies and procedures approved by the Trust.

Ensures that appropriate hospitality is afforded to visitors to the offices in a professional and courteous manner.

Produces Planned Preventative Maintenance (PPM) tickets for the various trades and collates on a weekly basis, as required.

Records information on various software packages and obtains reports.

Inputs and retrieves information in connection with the Estates operational business, i.e. eProc system, FM First.

Providing data in an accurate and timely manner.

Carries out filing, photocopying and laminating of documentation.

will demonstrate excellent organisational skills, must be flexible in approach, able to exercise initiative and demonstrate a consistently high standard of professionalism, being aware of the need for confidentiality and integrity., * Numeracy & literacy skills

• Administrative skills / RSA 2 Qualification (or equivalent)
• Educated to GCSE level

Desirable criteria

• NVQ Level 2 in word processing / software / use of IT databases /relevant practical experience
• ECDL qualification, * Efficient use of Microsoft Word, Excel, Powerpoint, Outlook, intranet
• Aware of the concept and application of confidentiality
• Previous experience of working within a customer service environment
• Demonstrate a commitment to continuing professional development

Desirable criteria

• Previous experience of working within the NHS
• Experience of using a computer aided facilities management (CAFM) system
• Experience using eProcurement system

It is important you are made aware of the following as regards your application to East Lancashire Hospitals NHS Trust

• Please note that the salary advertised is for full time hours. If this post is less than 37.5 hours per week, the salary will be pro-rata. For posts on Agenda for Change pay-scales, new entrants to the NHS will normally commence on the first pay point of the relevant band.
• This vacancy may close before the closing date if the recruiting manager deems sufficient applications have been received. Therefore it is advised to complete your application as early as possible to avoid disappointment.
• Please ensure you check the email account from which you apply regularly as we will use this to contact you regarding your application.
• Please note that shortlisting is completed anonymously with candidates being assessed against the essential criteria for the post. Therefore only applicants, who can clearly demonstrate how they meet our person specification criteria in their application, will be short-listed.

Disclosure and Barring Scheme (DBS)

If the role you are applying for is identified as either controlled or regulated activity as defined in in the Safeguarding vulnerable Groups Act (2006) any offer of employment is provisional upon a satisfactory DBS check being obtained.

The healthcare sector is exempted from the Rehabilitation of Offenders Act 1974.

In line with other NHS organisations in the North West Region, the Trust is now passing the charge for undertaking a DBS check on to candidates in the event they are successfully appointed into the post for which they have applied. Candidates can choose whether to pay this over 1-3 months as a deduction from the monthly salary. However, if you are applying for a post as a BANK worker, the payment must be made in full at the time of employment checks. By applying for this vacancy you are agreeing to this undertaking in the event you are successfully appointed.

The cost of an Enhanced Disclosure will be £55.38 and for a Standard Disclosure will be £27.38.

At East Lancashire Hospitals NHS Trust our vision is to be widely recognised for providing safe, personal and effective care. We currently provide high quality services and treat over 600,000 people across East Lancashire and the surrounding area. We employ over 9,500 staff, many of whom are internationally renowned and have won awards for their work., Please note that this post is Part of One LSC - a corporate collaboration hosted by East Lancashire Hospitals NHS Trust and providing Estates and Facilities Services to Lancashire Teaching Hospitals NHS Foundation Trust, The Trust is an equal opportunities employer, committed to improving the working lives of our staff and operates a ‘Zero Tolerance’ policy to aggression, violence, bullying and harassment. In addition, our aim is to help protect children and vulnerable adults by providing a first-class service to the recruitment of people into positions of trust.

We aim to employ a workforce that reflects the diverse communities we serve.

We welcome applications from everyone irrespective of ethnic origin, gender, age, gender identity, sexual orientation, religion, marital status, disability or social background.

We especially welcome applications from members of our black, Asian and minority ethnic (BAME) communities, as we have identified that ELHT has an under-representation of BAME employees. Appointments will be made on merit.