Facilities Administration Officer

Overview

BWC Management Services Limited, also known as Vital Services, is a wholly-owned subsidiary company of Birmingham Womens and Childrens NHS Foundation Trust (BWC). The focus of Vital Services is to provide essential estates and facilities services, with dedicated staff fundamental to delivering world-class care.

Job Responsibilities

• Support weekly and monthly payroll returns.
• Coordinate sickness reporting for the department, keeping ESR up to date and producing reports for Management and HR.
• Act as 'super-user' of various bespoke systems including auditor, access control, oracle, Time and attendance, facilities intranet page, and survey monkey.
• Perform general office duties: filing, post circulation, photocopying, generating reports, compiling agendas, and note-taking.
• Maintain an organized filing system, ensuring records are stored, filed, and archived both physically and electronically.
• Gather data from facilities systems to produce reports and statistics for audits as required.
• Utilize the Trust's internal ordering system to order and receipt goods, raising orders compliant with the Trust's Standing Financial Instructions.
• Monitor labor utilization, financial expenditure, and other management spreadsheets within the Facilities department.

Person Specification

Experience

Essential

• Minimum 2 years experience in a similar function.
• Experience communicating at all levels inside and outside the organization.

Desirable

• Capability to provide absence cover within the department.

Qualifications

Essential

• Good standard of secondary education.
• Customer Service skills.

Desirable

• NVQ level 2.

Knowledge

Essential

• Able to prioritize own work and that of others.
• High degree of accuracy.
• Detailed knowledge of Excel, Word, and Outlook.
• Excellent written and verbal communication skills.

Desirable

• Previous experience in Estates or Facilities.

Skills

Essential

• Able to work as part of a team.
• Professional, punctual, and reliable.
• Excellent organizational skills.
• Able to communicate clearly via radio system.
• Skilled in issuing instructions in English without misunderstanding.

Additional Information

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975, requiring a Disclosure submission to the Disclosure and Barring Service for previous criminal convictions.

Applications from job seekers requiring current Skilled worker sponsorship to work in the UK are welcomed and will be considered alongside all other applications.