Job overview
Oxford Health NHS Foundation Trust is seeking an organised and proactive Administrator to join our Estates team, playing a vital role in supporting the smooth and efficient delivery of services across the Trust.
As Estates Administrator, you will be responsible for ensuring that purchasing processes and supplier payments run seamlessly, helping maintain strong relationships with suppliers while adhering to Trust procedures and financial controls. Your work will directly support the operational effectiveness of the Estates function.
Main duties of the job
Key responsibilities:
- Raise orders promptly in line with Trust SFIs and procurement policy.
- Receipt goods/services and coordinate timely invoice approval.
- Investigate, resolve and respond to complex or aged supplier invoice queries within financial procedures and deadlines.
- Handle sensitive queries from suppliers, Trust departments and Finance colleagues professionally.
- Provide advice and guidance on procurement/SFI requirements and local departmental processes.
- Use financial systems to track queries and proactively follow up to achieve agreed payment terms.
Working for our organisation
Please note that this role will require us to undertake a DBS check as a part of your onboarding.
Oxford Health is a great place to work and to be able to showcase the best of yourself when making an application please read the “candidate guide to making an application” and ensure your supporting statement is tailored to the role you are applying for and addresses any essential criteria.
As a Trust we provide physical, mental health and social care for people of all ages across Oxfordshire, Buckinghamshire, Swindon, Wiltshire, Bath and Northeast Somerset. Our services are delivered at community bases, hospitals, clinics and people’s homes, delivering care as close to home as possible. Our vision is that no matter who you are or where you are, you will tell us that you receive: “Outstanding care delivered by an outstanding team”
Our values are: “Caring, safe and excellent”
We offer a wide range of benefits designed to support your career and wellbeing. These include:
- Opportunities for career progression
- Access to tailored individual and Trust wide learning and development
- 27 days annual leave, plus bank holidays, rising to 33 days with continuous service
- NHS Discount across a wide range of shops, restaurants and retailers
- Competitive pension scheme
- Lease car scheme
- Cycle to work scheme
- Employee Assistance Programme
- Mental Health First Aiders
- Staff networking and support groups hosted by our Equality, Diversity & Inclusion team
Detailed job description and main responsibilities
We hope that the advert has given you a clear understanding of the skills we are seeking and the opportunity at hand. You will need to use the “supporting statement” element of your application form to demonstrate your suitability for this role and you should refer to the job description, person specification and the guidance notes attached to this role to help you tailor your application.
The essential and desirable criteria will be used to shortlist for interview and you should ensure that you refer to these within your application to increase your chances of being selected for interview.
We are aware that some candidates may choose to use AI tools to support their application. We kindly remind applicants that submissions should remain an honest and accurate representation of their experience and must take care to ensure the use of AI tools does not generate an application that does not accurately reflect their knowledge, skills and values.
Person specification
Skills
Essential criteria
- Excel skills at an intermediate level.
- Familiar with data manipulation, including identification, accessing and downloading of data.
- Computer literate, including experience of using Outlook, Excel, Word and PowerPoint.
Desirable criteria
- Data analysis and interpretation skills.
- Ability to draft and compile reports.
Knowledge
Essential criteria
- Knowledge of the financial systems i.e. e-Procurement, e-financials and Share.
- Able to demonstrate the ability to work to deadlines and prioritise a significant and fluctuating workload, always ensuring attention to detail.
Desirable criteria
- Familiar with databases.
- Basic knowledge of Contract Management principles.
Experience
Essential criteria
- Knowledge and experience in using Microsoft Office applications.
- Experience of working in administration.
Desirable criteria
- Experience of working within an Estates and Facilities setting.
- Experience of managing staff.
Qualifications
Essential criteria
- Educated to A-Level, or equivalent, or equivalent level of working experience.
Desirable criteria
- Formal qualifications in MS Excel, Access, Word.
- Financial book-keeping qualification.
Documents to Download
Estates Finance Administrator (PDF, 224.7KB)
Guidance Notes for Candidates Applying for a job at OHFT (PDF, 424.6KB)
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