Estates and Facilities Department Administrator

Ocm Irl; Lowestoft; On-site; GBP 24,000 - 27,000; Part time

Job summary

A healthcare organization is seeking a part-time Estates and Facilities Department Administrator in Lowestoft. This role involves providing administrative support to the team, managing enquiries, and ensuring effective office management. Candidates should have excellent organizational skills and a customer-centered approach. Salary ranges from £24,937 to £26,598 per annum. The position is permanent and requires a level 3 customer service qualification.

Qualifications

• Previous NHS background and experience in administration.
• Relevant practical administrative experience.
• Ability to work on own initiative and solve routine problems.

Responsibilities

• Act as the first point of contact for general enquiries.
• Carry out a full range of administrative tasks.
• Assist senior team members with projects.

Skills

Organisational skills

Customer service

IT skills

Communication ability

Ability to work under pressure

Education

Customer Service Qualification – Level 3 or equivalent

ECDL or equivalent

Job description

Estates and Facilities Department Administrator

Join OCM Ireland in supporting the Associate Director of Estates and Facilities and the team with efficient and effective administration. This role requires excellent organisational skills, a customer‑focused approach, computer literacy and the ability to prioritise tasks.

Job Responsibilities

• Act as the first point of contact for general telephone and email enquiries, arrange calendars and meetings to support the services and team.
• Carry out a full range of administrative tasks including scanning, typing, filing, photocopying, arranging meetings, minute‑taking, handling telephone messages, and providing the department’s help desk.
• Assist senior team members with projects and initiatives by providing administrative support as needed.
• Be flexible and be able to work at another location on occasion.
• Respond efficiently and effectively to telephone enquiries and emails, resolving routine matters where possible and providing accurate service information.
• Manage and prioritise workload effectively, ensuring that tasks are completed within agreed timescales.
• Provide administrative support to the Associate Director of Estates and Facilities.
• Input departmental data activities into departmental systems in a timely and accurate manner.
• Assist in ensuring that site departmental compliance records are recorded and updated.
• Assist with setting up rosters and the initial stages of finding cover.
• Ordering stock from various suppliers for the different specialties that the Hotel Services team provide services for:
  • Catering
  • Domestic
  • Porters
  • Estates
  • Facilities
  • Ward
  • Out‑patients
• Ensure raised orders have the correct Purchase Order information.
• Ensure received orders correspond with invoices raised.
• Assist with regular reviews of processes and procedures, ensuring efficiency.
• Fault reporting.
• Carry out any other administrative duties as appropriate.
• Maintain mandatory training to a high standard of compliance.
• Demonstrate ECCH’s Values and Signature Behaviours in all interactions.

Person Specification

Essential Personal Attributes

• Good time keeping.
• Able to work under pressure and to deadlines.
• Excellent organisational skills.
• Self‑motivated with the ability to see a job through to completion.
• Ability to embrace ECCH’s culture, values and signature behaviours.

Essential Qualifications

• Customer Service Qualification – Level 3 or equivalent.

Desirable Qualifications

• Computer literacy – European Computer Driving Licence (ECDL) or equivalent.
• Experience with NHS electronic systems.

Essential Experience

• Previous NHS background and experience in administration.
• Relevant and practical administrative experience.
• Experience of engaging with health professionals and other organisations.

Desirable Experience

• Willingness to expand on current knowledge.

Essential Skills and Knowledge

• Knowledge of a full range of administrative procedures.
• IT skills, including word processing, email and spreadsheets.
• Excellent organisational and office management skills.
• Ability to coordinate meetings regularly.
• Excellent written and verbal skills.
• Exceptional communication ability.
• Ability to work on own initiative and solve routine problems.
• Capable of providing and receiving complex information.
• Desire to learn and develop new skills.
• Team worker with a flexible approach to team working.
• Self‑motivated; work is managed rather than supervised.

Desirable Skills and Knowledge

• Ability to work with individuals in a calm, confident and sensitive manner.
• Ability to respond promptly, flexibly and consistently.
• Ability to remain calm and deal with difficult/challenging situations.
• Physical/mental capacity to concentrate for long periods.
• Physical/mental capacity to deal with interruptions.
• Discreet.

Contract and Salary

Pay scheme: Band 3 – £24,937 to £26,598 a year. Contract: Permanent. Working pattern: Part‑time (22.5 hrs weekly). Reference number: B9849‑135‑25. Job locations: Hamilton House, Battery Green Road, Lowestoft, Suffolk, NR32 1DE.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a Disclosure and Barring Service check.

Employer Details

East Coast Community Healthcare CIC
Hamilton House, Battery Green Road, Lowestoft, Suffolk, NR32 1DE
https://www.ecch.org/

Legal Notice

Under current UK immigration rules, this role does not meet the eligibility requirements for sponsorship under either the Health and Care Worker visa or the Skilled Worker visa routes.

AI Disclosure

We recognise that AI tools are increasingly used in professional settings. Applicants must declare if AI has been used to complete their application, including responses that are directly copied or significantly shaped by AI tools. By submitting this application, you confirm that all information provided is a true and accurate representation of your own skills, knowledge, and experience.