CEF Administrator

Detailed job description and main responsibilities

The Administration Assistant will provide a comprehensive and flexible administrative service within the Capital, Estates & Facilities (CEF) department, supporting both clinical and non-clinical services to ensure the effective delivery of day-to-day operations. The post holder will play a key role in delivering a high-quality, customer-focused service, contributing to service improvement and operational efficiency.

Key responsibilities include receiving, processing, and responding to a high volume of enquiries via multiple channels including telephone, email, face-to-face, and digital systems. The post holder will be responsible for ensuring accurate data handling, directing requests appropriately, and providing clear advice and guidance to staff, service users, and external stakeholders.

The role requires the development and maintenance of strong working relationships with internal teams including Ward/Departmental staff, Operational Managers, Facilities teams, and senior management, as well as external organisations, suppliers, contractors, patients, carers, and members of the public. The post holder will communicate effectively with a wide range of stakeholders, often in sensitive or complex situations, ensuring a professional, responsive, and compassionate approach at all times.

The Administration Assistant will support procurement and financial processes, including raising requisitions, managing purchase orders through NHS Supply Chain systems, obtaining supplier quotations, receipting goods, and resolving invoice queries in liaison with Accounts Payable. The role also includes maintaining accurate records, monitoring compliance with contracts, and ensuring processes align with procurement frameworks.

The post holder will contribute to service improvement by reviewing existing administrative processes, identifying inefficiencies, and supporting the development and implementation of new systems and ways of working. They will use initiative and judgment to resolve issues, escalates concerns where appropriate, and ensure service standards are consistently met.

Additional responsibilities include supporting team coordination, arranging cover for absences, participating in supervision, and deputising for line management as required. The role also involves supporting training delivery, onboarding processes, and maintaining compliance with mandatory training requirements.

The post holder will be expected to manage their own workload effectively, prioritising tasks in line with service needs, and maintaining high standards of accuracy, confidentiality, and record keeping. They will ensure adherence to Trust policies, including those relating to equality and diversity, safeguarding, information governance, health and safety, and sustainability.

Overall, the role requires flexibility, strong organisational and communication skills, and the ability to work both independently and as part of a team to support the delivery of an efficient, responsive, and high-quality administrative service.

• Typing / word processing qualification RSA 3 or equivalent or demonstrable experience
• Recognised competency-based level 3 qualification in a relevant subject (e.g. NVQ, B-TEC QCF, Apprenticeship), or equivalent demonstrable experience.
• Highly developed office management skills

• NVQ Level 2 in Business Administration or equivalent
• Experience of taking minutes

• Extensive experience of general office secretarial work
• Experience of diary management
• Experience of summarising and note taking to capture the main points of a discussion/informal meeting
• Expe…