Estates Administration Assistant

Job description

Our cultural ambition is to have a culture that places people at the heart of all we do, where we all belong, and where learning, improvement and excellence thrive.

Job overview

The Estates Department is seeking to appoint an Administration Assistant to provide effective administrative support that enables the service to deliver its business plans and support the wider organisation.

The post holder will be responsible for a range of administrative duties that are essential to the efficient day-to-day operation of the Estates Department. The role will support Estates colleagues to ensure services are delivered effectively, accurately, and in line with agreed timescales.

Adherence to relevant organisational policies, procedures, and operational standards is required at all times.

The post will be primarily based at the Basingstoke site, with ad-hoc cross-site working at Winchester or other sites as required to meet the needs of the service.

Main duties of the job

To work autonomously providing administrative support for the Estates Department under the supervision of EA to the Associate Director of Estates

To produce ad-hoc reports and documentation that may contain information of a sensitive nature.

To liaise with external companies for any emergency call outs, repairs and arrange maintenance visits as requested.

To conduct site inductions for contractors attending site.

Issuing Trust keys and contractors badges and ensuring that the items are signed for if required.

To assist the procurement of goods and services by monitoring the progress of purchase orders.

To arrange meetings and events; this will include diary management and will require liaison with internal staff and external clients to co-ordinate meetings and events.

To take minutes of departmental meetings and transcribe these in a timely manner and ensuring they are circulated as required.

Further details are in the Job Description

Working for our organisation

Our vision is to provide outstanding care for every patient. Patient care is at the heart of what we do at our three sites: Basingstoke and North Hampshire Hospital, Royal Hampshire County Hospital in Winchester and Andover War Memorial Hospital. Hampshire Hospitals NHS Foundation Trust provides medical and surgical services to a population of approximately 600,000 people across Hampshire and parts of West Berkshire.

Our cultural ambition is to have a culture that places people at the heart of all we do, where we all belong, and where learning, improvement and excellence thrive.

We provide specialist services to people across the UK and internationally. We are one of only two centres in the UK treating pseudomyxoma peritonei (a rare form of abdominal cancer) and we are leaders in the field of tertiary liver cancer and colorectal cancer.

The trust employs more than 9,000 staff and has a turnover of over £500 million a year. As a Foundation Trust, we are directly accountable to our members through the governors. The Council of Governors represent the interests of their constituencies and influence the future plans of the Foundation Trust.

Detailed job description and main responsibilities

Further information about the Trust and this role can be found on the Job Description and Person Specification document attached.

Person specification

Training & Qualifications

Essential criteria

• GCSE English and Maths to Level C/Grade 5 or above

Desirable criteria

• ECDL or equivelent
• Other IT applications qualifications

Experience & Knowledge

Essential criteria

• Relevant experience in a similar role

Desirable criteria

• Experience of working in a hospital environment

Skill & Ability

Essential criteria

• Good organisational skills
• Advanced keyboard skills
• Accuracy in data entry and typing
• Minute taking skills

Desirable criteria

• Shorthand

Other Specific Requirements

Essential criteria

• Comprehensive knowledge of computer systems to support a diverse workload
• Experience of continuous use of VDU screen/monitoring call logging systems
• Experience of dealing with frequent interruptions such as telephone calls and contractors requiring information

Using AI in Your Application

We support the use of technology to help manage time and improve efficiency, but it is your responsibility to ensure your application is personalised and accurately reflects your own skills, experience and values.

AI tools can be useful when drafting an application, but they should only be used to assist you. The content submitted must be your own work and an authentic representation of your knowledge, abilities and experiences.

Applications that rely heavily on AI-generated content may be rejected. For example, we may receive multiple applications containing identical or generic wording that does not reflect the individual applicant.

The use of AI during assessments, including interviews, is not permitted unless this has been agreed in advance as a reasonable adjustment. For virtual interviews, you may be asked to provide a 360-degree view of the room and confirm that no additional devices are being used. If AI use is suspected during an interview, we may pause the interview, ask questions regarding its use, or adapt our assessment approach.

Working in healthcare requires integrity, honesty and accountability. We expect all applications and assessments to be a genuine reflection of your own experience, knowledge and values.
Our Commitment to Inclusion

We are committed to equality, diversity and inclusion in both the delivery of our services and the recruitment and management of our staff.

We welcome applications from everyone who has the skills, experience and values required for the role, regardless of age, disability, gender reassignment, race, religion or belief, sex, sexual orientation, marriage or civil partnership status, pregnancy or maternity.
Happy to Talk Flexible Working

We are committed to supporting flexible ways of working and will consider all requests for flexible and part-time working wherever service needs allow.
Important Information About Your Application
Recruitment Process

Applications are submitted through our recruitment system, Trac. Following submission, all correspondence relating to your application will be sent from apps.trac.jobs. Please regularly check your inbox, including your junk or spam folders.

Shortlisted candidates will normally be contacted at least five working days before their interview date.
Vacancy Closing Dates

This vacancy may close before the advertised closing date if sufficient applications are received. We therefore encourage you to submit your application as early as possible.
English Language Requirement

In line with Part 7 of the Immigration Act 2016, all applicants must be able to communicate effectively in spoken and written English. This will be assessed during the recruitment process.
Pre-Employment Checks and Probation
Keeping Patients Safe

At Hampshire Hospitals NHS Foundation Trust, patient safety is our highest priority. We recommend that staff are vaccinated against COVID-19 and understand that we continue to care for patients who are COVID-19 positive within our services.
Probationary Period

All new employees will be required to complete a six-month probationary period as part of their employment with the Trust.

Tackling Climate Change: Hampshire Hospitals aims to embed sustainability and net zero carbon principles into the delivery of care across all its services. To find out more, search