Business Services Administrator
4 weeks ago
The Business Services Team provides general administrative support for all administrative, finance and secretarial services to the D&I Department. The Business Services Team is also responsible for IT Commercial Procurement, Health and Safety and Telecoms Recharges, HealthRoster and general personnel support. This service allows other teams within D&I to concentrate solely on the IT aspects of the hospital. In turn, this allows for the smooth running of the hospitals technical services and equipment, resulting in better patient care.
The Business Services Team collaboratively work together to provide a wide range of services, each administrator takes a lead role for particular tasks, but are expected to be able to provide cross-cover where needed.
**Preference will be given to internal Trust staff, as well as ‘Priority’ and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.**
Business Services
Administration of meeting room bookings
Administration of the service Leased/Pool cars
Administering stationery orders and delivery
Administration of car parking permits and door access cards (issue and control)
Administration of building defect and works recording
Administration of the appraisal process for all staff
Collecting post and distribution across the department/service
Administration and facilitation of meetings including producing agendas and taking minutes
Maintaining accurate sickness and absence records via Healthroster and employee personnel files
Coordinate recruitment and induction packs
Submit change forms to HR for staff changes of address, personal details etc
Receptionist duties; meet and greet visitors (including refreshments etc)
Provision of fire marshals
General filing
Managing and organising D&I social events
Monitoring completion of DSE assessments
Providing general administrative support to the Business Services Manager
Finance
Administration of Capital/Revenue Finance Spreadsheets
Creating Capital Time Reports
Distribution of Revenue Checklists
Providing general support to the Business Manager & Commercial Lead
Raising orders and invoice chasing
Proven demonstrable experience of working in an administration role
Effective communication skills
Effective organisational skills
Educated to GCSE level C or above in English and Maths or relevant equivalent experience in a similar role
Business administration qualification such as NVQ3 or relevant demonstrable experience in a similar role
RSA level 2 or equivalent demonstrable experience
Discretion and tact
Telecoms
Telecoms invoice coding
Processing of Telecoms Invoices; billing and recharging.
Procurement
Administration of IT Procurement
Provide good value money for IT equipment purchases
Compliance
Administration of health & safety
Administration of FOI requests
Administration of dashboard reports
Other
Monitor multiple mailboxes
Monitor own workload
Cooperate with other administrators to provide seamless coverage
COMMUNICATIONS & WORKING RELATIONSHIPS
To communicate IT issues to a wide range of internal and external staff, guiding them to the appropriate courses of action clearly and concisely. This will necessitate the ability to communicate sensitive and complex information. The groups that will be communicated to are as follows:
General Practitioners, Practice Managers and Practice Staff.
Clinicians and patient representatives, both within the Trust and in the wider community involved in patient pathways to the Trust.
IT Services - through joint working & key liaison with the community & GPs
System Managers
Commercial IT suppliers and consultants
System users - covers virtually all Trust staff
Other NHS agencies, including national, peninsula and local strategic health authorities and trusts
External organisations
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