Job vacancy: Estates Helpdesk Administrator/ Scheduler, Milton Keynes University Hospital NHS Foundation Trust, Milton Keynes (2024)

MKUH staff scored highest for ‘I look forward to coming to work’ (NHS Staff Survey 2023).

You can expect a warm welcome at Milton Keynes University Hospital, our staff are friendly and welcoming. We listen to each other and work together to embed our Trusts values and behaviours. At MKUH we appreciate our staff and reward them with an outstanding benefits package including:

• Free on-site parking
• Free tea and coffee
• Great flexible workingopportunities
• Discounted gym membership
• Lease car scheme
• Generous annual leave and pension scheme
• On site nursery (chargeable)
• Extensive staff health and well-being programme

Milton Keynes University Hospital NHS Foundation Trust, in partnership with the University of Buckingham, is a University Teaching Hospital; we conduct research and teaching on site to improve the care of our patients. The hospital is undergoing significant investment, and we are proud to be rated good by the CQC. Visit our website to catch up on our latest news.

Job overview

Estates Helpdesk Administrator and Scheduler

Department: Estates

Band 3

Hours: 37.5 per week, all MKUH roles will be considered for flexible working

Do you have excellent communication skills? Are you experienced in Microsoft Suite and feel confident using IT?

Our Estates team are currently hiring an Estates Helpdesk Administrator and Scheduler as the current employee has had an internal move. This role is a NEW role, and you will be based on-site at Milton Keynes University Hospital within the Administrator Workshop Office. The successful candidate will be working 8 am – 4 pm.

“Estates and Ancillary staff group express being very satisfied with the extent to which MKUH values their work.” – NHS Survey (2023)

As first-point of contact for the team, you will also be customer facing on reception, responsible for answering the phones and incoming emails, be responsible for ensuring office equipment if fully stocked and also participate in ad-hoc duties for the management team.

As well as working on the helpdesk, you will be acting as a scheduler for the Estates team using the CAFM (Computer-Aided Facility Management) system. You will be allocating Estates staff to the requests that come through.

Interview date: To be confirmed.

Main duties of the job

· Prioritise and control allocation of incoming reactive jobs received via both email and phone call.

· Allocation of planned preventative maintenance work based on staff trade and/or job role.

· Work with the Stores Officer to minimise delays for parts and ensure timely completion of outstanding jobs.

· Provide updates and reports to Estates Supervisors and Manager on request.

· Provide a flexible and comprehensive help desk service.

· To provide a fully confidential, secretarial and administrative service to support the Works Team.

· The post holder will demonstrate an attitude which respects and values all service Users’

Working for our organisation

Administrative and Clerical colleagues experience a highly compassionate and inclusive work environment at MKUH, scoring 7.56 out of 10.(NHS Staff Survey 2023).

Milton Keynes University Hospital NHS Foundation Trust, in partnership with the University of Buckingham, is a University Teaching Hospital; we conduct research and teaching on site to improve the care of our patients. The hospital is undergoing significant investment, and we are proud to be rated good by the CQC. Visit our website to catch up on our latest news.

Detailed job description and main responsibilities

1. Act as the first point of contact for all requests for maintenance repairs from Wards and Departments in person, telephone and electronically.

2. To prioritise and schedule maintenance work using the Trust CAFM (Computer-Aided Facility Management) system, and issue to maintenance staff.

3. Allocate planned preventative maintenance tasks to the maintenance staff based on trade, skills and workload.

4. Liaise with Estates Stores Officer to minimise delays to job awaiting parts.

5. If jobs can’t be done by the team let Supervisors / Estates office know.

6. Participate in the provision of an efficient and courteous reception and enquiry function on behalf of the team, including issuing passes to visitors and contractors.

7. Work in conjunction with management to ensure all completed works orders correct and are to support the production of performance result.

8. Update customers on job progress, promoting a customer focussed service.

9. Responsible for Office equipment, purchase orders and office supplies including stationery budget within works department.

10. Order goods and services using the web-based procurement system.

11. Check invoices received from suppliers for accuracy; apply financial codes and process for authorisation within set timescales to enable Finance to proceed with payment to meet net term agreements.

12. Liaise with suppliers to resolve any discrepancies on behalf of management team.

13. Maintain ongoing call off orders.

14. Responsible for the processing of incoming and outgoing mail, including prioritising, sorting and actioning as necessary.

15. Liaise with other members of the Team on behalf of the Management Team to ensure effective dissemination of information.

16. Set up and maintain relevant information systems both electronic (spreadsheets) and manual, to ensure appropriate records are available, including the issue of keys and permits.

17. Maintain and update diaries to assist efficient operation of the Team.

18. Provide accurate copy typing of tenders, reports, routine correspondence, emails, and memos to professional standards.

19. Draft routine responses to correspondence on behalf of the Management Team.

Please refer to the job description for further details.

• Job Description (PDF, 448.4KB)
• Person Specification (PDF, 232.6KB)

Name

Darren Grace

Job title

Maintenance Manager

Email address

[emailprotected]