Estates Administrative Assistant

To answer LAS Switchboard and provide administrative support to the Estates & Facilities Department. First point of contact for the LAS switchboard. Advising and redirecting callers to appropriate departments and organisations. Able to work under pressure, possess good secretarial skills, administrative and organisational flair; and the ability to communicate effectively at all levels. To be proficient in the Microsoft Office package. Able to deal sensitively with confidential matters.

Responsibilities

• Administrative support relating to general correspondence, minutes (attending meetings and taking minutes), tender documents, specifications and reports.
• Distribution of documents.
• Provide general telephone support for users within the organisation including fault reporting and management on maintenance issues.
• To maintain and register all necessary test certificates and legal documents.
• To deal with routine telephone enquiries.
• Assist with the day to day running of the access control system as required. To give access, amend card details, save photos, print cards and ordering supplies.
• Assist with the implementation of Abloy Keys to staff, ensuring staff have the correct access.
• Process orders via Estates Maintenance System and E-proc System and instruct contractors as required.
• Responding to emails and requests received in the Estates Service Desk email account.
• Process invoices via PIMS and liaise with Finance Department regarding all invoice queries and check invoices prior to processing to ensure accuracy in accordance with standing financial instructions. Pursue any queries and obtain the correct invoices.

Qualifications

• Ability to work under pressure.
• Good secretarial skills, administrative and organisational flair.
• Effective communication at all levels.
• Proficiency in Microsoft Office package.
• Ability to deal sensitively with confidential matters.

London Ambulance Service NHS Trust is the busiest ambulance Trust in the UK. We are seeking someone who will fit with the Trust values of Caring, Respect and Teamwork.

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