Business Support Team Leader

Job Overview

We are looking for an organised and proactive administrator to provide high‑quality administrative and secretarial support to the Estates & Facilities Directorate management team. You will be responsible for producing professional correspondence, maintaining accurate records, and ensuring all documentation complies with Trust standards and GDPR requirements.

Working closely with the Estates & Facilities Administration Manager, you will play a key role in delivering an efficient and responsive service for staff, visitors and customers. The role also includes deputising for the Administration Manager when required and leading the Administration Team with day‑to‑day supervision, guidance and training.

At the RUH we put people at the heart of what we do, working together as one team to make a difference for our patients, each other and our community. We value everyone’s contribution, pride ourselves on person‑centred care and are committed to creating a compassionate and inclusive environment. The culture of learning, developing and innovating runs throughout the organisation and we want to support you to thrive and develop your career.

• Manage and prioritise your own workload independently, using initiative and knowing when to escalates issues.
• Act as a key point of contact for managers, staff, contractors and suppliers, ensuring a high standard of service and communication.
• Process orders for goods, services and contracts, track progress, chase invoices and maintain accurate financial records in line with Trust requirements.
• Source goods and services, working closely with Managers, Finance, Procurement and suppliers.
• Handle calls, enquiries and complaints professionally, responding within agreed timescales with empathy and good judgement.
• Produce accurate letters, reports and documentation, including copy and audio typing.
• Update and close Estates & Facilities incident records (Datix) as required.
• Organise meetings, travel and hospitality and prepare supporting materials.
• Take minutes for key Directorate meetings such as Water Safety, Fire Committee, Asbestos Committee and others.
• Manage and monitor generic inboxes (e.g. E&F Admin, Car Parking, Access Control), ensuring queries, applications and complaints are processed promptly.
• Maintain accurate databases, spreadsheets and electronic filing systems in line with GDPR and Trust protocols.
• Support effective records management, including data input, archiving and generating reports.
• Supervise and support the Administration Team, contributing to staff training, development and day‑to‑day leadership.
• Participate in in‑house training, share best practice and support continuous improvement.
• Assist with access control administration, including issuing s and managing parking access.
• Support reconciliation of payments for car parking, pool applications and other services.
• Carry out other ad‑hoc administrative duties as required.

• Essential criteria
  • Good level of education – O level or GCSE standard, including English.
  • Level 2/3 Business Studies or equivalent management & supervisory experience in a healthcare setting.
  • European Computer Driving Licence (ECDL) level 2.
• Desirable criteria
  • RSA Stage 2/3 typing.
  • Shorthand qualification.
  • Health & safety certificate.

• Essential criteria
  • Minimum 3 years experience of working in a demanding customer‑centred environment.
  • Advanced IT skills, including Excel, Word and PowerPoint.
  • Ability to communicate effectively verbally and in writing.
  • Good organisational skills and time‑management skills.
• Desirable criteria
  • Typing/word processing skills.
  • Experience of databases and spreadsheets.

• Essential criteria
  • Ability to work under pressure with minimal supervision while meeting deadlines and prioritising workload.
  • Ability to use own initiative and judgement.
  • Flexible approach to working practices and willingness to undertake further training and development.
  • Good team player, diplomatic and personable.
• Desirable criteria
  • Experience of working in a customer‑centred office environment.
  • Experien…