Estates Administration Asssitant

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

As a valued member of the Winchester Estates Team, the post holder will play a key role in supporting the delivery of a high-quality, customer-focused Estates service across the organisation. Working as part of a dynamic and dedicated team, they will undertake a range of administrative and coordination activities that contribute to the efficient operation of the Estates Department and support the delivery of departmental business objectives.

The post holder will be responsible for providing comprehensive administrative support to the Estates Department, ensuring that records, systems, documentation, and communications are maintained effectively and in a timely manner. They will work closely with Estates colleagues and a range of internal stakeholders, helping to facilitate the smooth running of day-to-day operations and contributing to the delivery of safe, efficient, and well-maintained environments for patients, visitors, and staff.

A commitment to delivering a professional, responsive service and adhering to all relevant Trust policies, procedures, and operational standards is essential at all times. The role offers an excellent opportunity to contribute to the effective management of the Trust's estate while developing valuable experience within a busy and varied administrative environment.

Main duties of the job

• Work independently to provide comprehensive administrative support to the Estates Department under the direction of the Site Maintenance Manager and Estates Business Support Manager.
• Create, maintain, and accurately update departmental databases and records, including Microsoft Excel spreadsheets, FM First, meeting room booking systems, and other Estates management systems.
• Produce, format, and distribute correspondence, reports, presentations, minutes, and other documents as required, ensuring accuracy and confidentiality at all times.
• Manage incoming and outgoing post, including preparing items for internal and external distribution and liaising with the Trust Post Room as required.
• Support the procurement process by raising and monitoring purchase orders, tracking their progress, and liaising with suppliers and internal stakeholders to ensure timely delivery of goods and services.
• Maintain accurate records relating to annual leave, sickness absence, and other workforce information, ensuring all confidential data is managed in accordance with Data Protection legislation and Trust policies.
• Organise and coordinate meetings, events, and site visits, including diary management, booking venues, arranging refreshments, and liaising with both internal and external attendees.
• Attend meetings as required, taking accurate minutes, producing clear records of discussions and actions, and distributing documentation within agreed timescales.
• Coordinate external training and development activities for Estates staff, including course bookings, travel arrangements, accommodation reservations, and associated administration.
• Monitor and record price variances, process payment authorisations, and support financial administration activities within the department.
• Maintain effective filing and record-keeping systems, ensuring information is accessible, accurate, and up to date.
• Comply with all Trust, departmental, and statutory policies, procedures, and regulations at all times.
• Participate in mandatory, statutory, and role-specific training to maintain knowledge, skills, and professional competence.
• Undertake any other duties commensurate with the grade and responsibilities of the post, as required to support the effective operation of the Estates Department.

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

Please see the attached job description for further information the vacancy and essential and desirable criteria.

Person specification

Training and Qualifications

Essential criteria

• Educated to GCSE level, including English Language and Maths at level C or above
• Good IT knowledge to include Microsoft Word, Excel, Outlook, Access and PowerPoint

Desirable criteria

• NVQ in Administration or equivalent • Customer Relation Course
• Knowledge of Data Protection Act relevant to role
• Knowledge of CAFM systems
• Knowledge of Allocate optima/health roster

Experience and Knowledge

Essential criteria

• Relevant experience in a similar role

Desirable criteria

• Experience of working in a hospital environment

Skills and Ability

Essential criteria

• Good organisational skills
• Advanced keyboard skills
• Accuracy in data entry and typing
• Able to work on own initiative and to work unsupervised
• Good written and oral communication skills
• Minute taking skills

Desirable criteria

• Shorthand

Other

Essential criteria

• Comprehensive knowledge of computer systems to support a diverse workload
• Pleasant telephone manner
• Flexible, adaptable, good sense of humour, outgoing and a positive attitude

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