Admin Officer

2 weeks ago

Wigan, Wigan, United Kingdom Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust Full time

Choose Well - Choose WWL

Job overview

We currently have an opportunity within our busy Security and Car Parks department for an experienced Admin Assistant to join our team within the Estates and Facilities Division.

The post will be 37.5 hours per week, Monday to Friday, 8am to 4pm and based on the Royal Albert Edward Infirmary site.

This is an interesting and varied role that requires good communication skills and the ability to deal with confidential and sensitive issues in a professional manner.

You must possess the ability to manage a variety of tasks and prioritise these accordingly whilst working under pressure.

Main duties of the job

The Administrative Officer is responsible for providing an efficient and effective administrative support service to ensure the smooth running of the Security and Car Parking Department.

They will ensure accurate recording of all application forms for car parking and ID badges.

Working for our organisation

Choose Well – Choose WWL

Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that 'happy staff, makes for happy patients'. We have a recognised track record in staff engagement, and living our values 'the WWL Way'.

WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs.

On-Call

Please note that senior positions (AFC band 8A or above) may be expected to participate in an on-call rota, if the role is predominantly operational.

Detailed job description and main responsibilities

Receive and make incoming / outgoing calls for the Departments from/to external and internal contacts, taking any messages and initiating appropriate action. Hold the office keys and opens up the offices/department on a daily basis and deal with staff, visitor and patients issues/queries. Use all communication facilities provided. Issue of correct information to inform the Security Parking Officers of any vehicle information required on a daily basis. Act as first point of contact for patients, visitors and staff with the Trust with enquiries regarding Car Parking issues. Responsible for 'signing in' Contractors and issue with ID passes. Contact Managers/Security team if contractors require assistance or directions to areas within the Trust for work to be undertaken. Responsible for the day to day running of the Paxton Net 2 system to enable staff access to secured areas within the Trust. Responsible for the day to day running of the Site Guard system, which produces ID badges and secured access to certain areas within the Trust. Responsible for the day to day running of the Freckleton Street car park computer intercom system, for customer advice when entering and leaving Freckleton Street car park. This is a constant interruption. Issue of exemption passes and fobs for the correct car parking procedures for patients and visitors for WWL car parks according to the Car Parking Policy. Inputting and up keep of all relevant information on the car parking database system and allocation of relevant permits and fobs across all sites. Producing and issuing of access control and ID badges for the whole of the Trust staff, Community and GMMH. Attend monthly Corporate Trust Inductions to produce ID badges and controlled access swipe cards and car parking fobs to new starters commencing with the Trust. Attend twice yearly new Junior Doctors, Senior Doctors and Consultant inductions for ID badges and controlled access swipe cards and car parking fobs. Action work on own initiative without direct supervision and prioritise and respond to urgent situations and initiative jobs to security staff when working alone in the office. Contact Security staff to find information/outcome of jobs issued to them when service users request information. General photocopying, faxing, laminating and scanning. Receive and process mail and telephone messages on own initiative as far as possible and pass on to the appropriate person. Take bookings for meetings and services from contractors and record these in the Security/Car Parks Manager and Security Manager's diaries. Liaise with departmental colleagues, staff and managers within the Trust, external suppliers and contacts, Finance Department, and users of services as directed. Contact relevant external companies to report faulty alarms/batteries/barriers and cash machines throughout the Trust. Checking delivery notes for supplies received and contact supplier if there are any discrepancies. Establish and maintain effective and efficient filing systems. Maintain stationery stock and place orders through NHS stock. Plan and arrange meetings for the Security/Car Parks Manager. Raise official orders for supplies and maintenance contracts on the Oracle systems. Contact Suppliers and Contractors with issues relating to outstanding orders, shortages for delivery dates. Resolve invoice queries with Suppliers, Contractors, SBS, and Procurement department on a daily basis. Responsible for returns of goods and action accordingly on Oracle system. Responsible for daily update of Financial Sheets and completing Year-end figures for Security. Constant interruptions within a working day due to the Freckleton Street intercom and staff/visitors within the department.

Person specification

Qualifications

Essential criteria

GCSE Maths and English or equivalent. Computer literate and good knowledge of Microsoft Office package. NVQ Admin Level 1 or 2 or equivalent knowledge.

Desirable criteria

European Computer Driving Licence (ECDL)

Experience

Essential criteria

To be able to demonstrate relevant administration experience. Working within and office environment.

Desirable criteria

Experience of working within the NHS

Skills

Essential criteria

Good organisation skills. Good telephone manner. Good communication skills. Ability to deal sensitively with confidential information. Good time management. Experience of using databases and spreadsheets.

Desirable criteria

Organising filing systems. Setting out letters/memos Experience in minute taking

Knowledge

Essential criteria

Good general knowledge of office working procedures. Good knowledge of Microsoft Office.

Desirable criteria

Knowledge of NHS or Trust organisation. Knowledge of HR Policies and Procedures.

Additional

Essential criteria

Flexible to provide cover Trust wide for other admin staff during absence. Professional approach and appearance. Able to work as part of a team. Able to work on own initiative. Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation

Desirable criteria

Access to a vehicle for work purposes to be able to travel between sites.

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