This position requires a proactive individual capable of handling various administrative tasks, including managing staff records and maintaining filing systems, as well as providing office cover during absences. The assistant will also liaise with management regarding on-call rotas, support training arrangements, and ensure effective communication within the department. This is an opportunity to join a collaborative team in a prestigious hospital environment, with flexibility in assignments as part of the Trust's Bank.
This is an exciting opportunity for an enthusiastic individual to join a well respected close knit team in a hospital with world class reputation. We are looking for someone to:
To provide administrative support to the Estates and Facilities Department, and to work under own initiative, ensuring that an efficient reception and helpdesk service is provided to the Estates and Facilities Department
The Robert Jones and Agnes Hunt maintains a register of Temporary Workers "The Bank". Joining the Trust's Bank does not constitute a contract of employment between the bank member and the Trust. The Trust will notify bank members when a suitable assignment arises, and members will be able to choose whether or not to accept it. The bank worker is under no obligation to accept an offer of an assignment.
Act as receptionist to whole of Estates and Facilities Department dealing with general enquiries, administration duties and the receiving of contractors for sign-in on site with professionalism.
Managing the administration of staff parking permits, distribution and maintaining the staff car parking database.
Managing the production of ID badges and access granted to staff members across site.
To be responsible for the raising and receipting of orders on Oracle.
To use and manage the Estates Planet FM software for the generation of work requisitions and assigning to the correct maintenance team.
About us
Duties and Responsibilities:
To act as receptionist to whole of Estates and Facilities Department dealing with general enquiries and screening representatives etc Receive visitors, company representatives, contractors and other staff and direct them accordingly. To be responsible for signing in visitors and external contractors working on site ensuring those required carry out the contractors inductions and subsequent paper work. Ensure receipt and distribution of mail. To receive internal and external telephone calls and transfer to appropriate extension number. Deal with general and maintenance issues. Use and management of the estates department Planet FM software for the generating of work requisitions and assigning to the correct maintenance team via the electronic handheld devices. To operate office machinery, photocopier, scanner, badge printer, laminator, binding machine, digital camera etc. To assist in keeping records of staff sickness and leave. To assist in the administration of staff parking permits and their distribution and maintaining the staff car parking database. Maintaining adequate filing systems. To liaise with Estates and Facilities Managers in maintaining the monthly Estates and Facilities on-call rota. To assist Estates & Facilities Secretary with the arrangement of the Estates and Facilities staffs attendance at annual mandatory training sessions. To provide office cover during periods of annual leave and sickness. To be responsible for controlling stationery store to agreed levels, issuing and re-ordering as necessary. Upload, manage and monitor Estates & Facilities social media accounts To manage the Estates and Facilities inbox, relaying specific emails to the correct correspondence and actioning them in a timely manner. To issue call-outs to contractors when requested by members of the Team. Maintain good communication throughout the Estates and Facilities Department ensuring messages are relayed to management in a timely manner.
Additional Information:
Raising of all revenue requisitions upon authorisation to proceed Liaise with Procurement Department Receipting goods upon completion
Security: Preparing and issuing Trust ID Badges and Door Access Cards in compliance with Trust protocol. Ensuring all documentation is completed and authorised prior to issuing of badges. Maintaining necessary communications with Human Resources Department.
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