Team Administrator

Band 6 £39,959 - £48,117 per annum, pro rata

Hours: 30 per week (4 days a week), all MKUH roles will be considered for flexible working

ADMK Limited is a wholly owned subsidiary of Milton Keynes University Hospital NHS Foundation Trust and plays a key role in delivering and managing healthcare facilities that support outstanding patient care.

Established in 2017, ADMK has grown significantly and now manages a portfolio of healthcare buildings while continuing to support major estate developments across the Milton Keynes hospital site. With committed project revenue exceeding £100 million and further growth planned, this is an exciting time to join the organisation.

We are looking for an organised, proactive and highly capable Team Administrator to support the continued development of ADMK Limited. This is a varied role at the heart of the organisation. You will provide high quality administrative, governance and business support to the senior leadership team and Board, helping to ensure the smooth running of the organisation.

You will work across a wide range of activities including Board administration, recruitment support, communications, governance, contract administration, website and intranet management, event coordination and business planning.

Please note that we are not able to offer sponsorship for this role.

Main duties of the job

This role is ideal for someone who enjoys working independently, takes pride in delivering excellent administrative support and can build strong working relationships with colleagues and stakeholders at all levels.

ADMK Limited is growing and will start to deliver hard / soft FM services for a further 3 buildings over the next year. As the team grows, the administrative support and team management required is also growing and this role will be critical to the ongoing success of the organisation and everyone in it.

The role will support both the senior leadership team of the organisation, as well as provide resilience to other key members of staff, with proactive and efficient administrative services. It will also monitor and manage some of the service level agreements we have with our parent company.

About us

ADMK Limited works alongside Milton Keynes University Hospital NHS Foundation Trust to deliver high quality healthcare environments that support patients, staff and visitors.

Milton Keynes University Hospital has a "Good" CQC rating and is benefiting from significant investment in facilities and infrastructure. Recent developments include the new Radiotherapy Centre, Community Diagnostic Centre and Imaging Centre, with further major developments planned over the coming years.

As ADMK continues to expand its facilities management responsibilities and support future developments, there has never been a more exciting time to join the organisation.

Working in a small and growing team means you will have the opportunity to make a visible impact, contribute to important organisational developments and help shape how the organisation works in the future.

Job responsibilities

To provide support to the ADMK Board. To include; compilation of board packs, minute taking, managing action logs and risk registers and maintaining the statutory filing requirements of the organisation.

To support with recruitment administration, interview preparation and onboarding.

To provide PA support to the directors as required by responding to communications including letters, memos and emails on behalf of the Directors, securing sign-off as appropriate.

To meet and greet visitors and act as the first point of contact, receiving telephone calls, emails and personal callers, responding efficiently and promptly to queries and ensuring that appropriate priority is given to urgent queries/matters. Ensuring at all times to promote a professional and customer-focussed image of the Board and ADMK. Working on own initiative to respond to queries on behalf of the Directors, liaising with other colleagues as appropriate.

To facilitate on and offsite events

To support with HR processes as required and support HRBP

To manage business case compilation

To maintain a directory of financial contracts (both sales and purchase)

To complete purchase requisitions

To maintain the organisational risk register and ensure it is kept up to date and accurate

Person Specification Qualifications and knowledge

• Degree level or equivalent vocational qualification or extensive experience in business administration
• Project management - PRINCE (or similar) or QBE

Experience

• Proven ability of working in a team environment and delivering team objectives
• Managing the compilation of complex documents
• Providing administrative support to a variety of complex HR related issues

Skills

• Excellent general office administration skills, including experience of reviewing and developing administrative processes and procedures
• Expert in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Able to maintain the company website
• Able to quickly learn in house systems and to manipulate and retrieve data.
• Excellent organisational skills.
• Able to deal effectively with a variety of people including staff and other professionals.
• Excellent negotiation and liaison skills
• Able to create databases and spreadsheets/presentations

Personal and people development

• Able to work effectively under pressure, meet deadlines and prioritise workload in a challenging and demanding environment
• Excellent interpersonal skills
• Able to deal sensitively and sympathetically with highly emotional situations.
• Flexible approach to work.
• Able to work independently, from independent location

Communication

• High level communication skills with the ability to use a variety of mediums, communicating complex and/or sensitive information in a variety of situations including external organisations, stakeholders and members of the public
• Excellent telephone manner

Specific requirements

• Ability to travel independently between sites for business purposes and to attend training.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.