Admin Support Officer

3 weeks ago

Gloucester, United Kingdom Gloucestershire Hospitals NHS Foundation Trust Full time

The County wide IT Service (CITS) admin team provides administration services to CITS and further business administration to the wider Trust.

You must to be able to handle confidential data and have some confidence in handling financial information/queries.

To provide professional administrative, business and project support to the CITS managers and staff, as well as supporting IT equipment requests for users across the Trust and its partners.

To administer shared departmental calendars.

Assist IT Managers in budgetary management, ensuring that all orders, invoices and recharges are correctly processed and documented and that all exceptions are monitored to resolution. In addition manage and maintain the IT department’s administration budget for office equipment and stationery.

Provide office management to the entire IT department including maintaining departmental and central filing system, full administrative and clerical support, managing and monitoring confidential personal files, annual leave, Leavers, Starters and Variation forms and sickness records.

To take complete responsibility for administration of meetings, including arranging meeting logistics (attendees, date, location, facilities required etc), co-ordination and timely distribution of papers and administration of follow-up actions.

Maintain an inventory of equipment, goods and services including Technical and IT Reference libraries to permit easy access to support information by IT staff.

Supporting the work of the contracts and finance administrator.

IT Admin is a small team of 4 who provide administrative support to CITS. We provide peripheral IT equipment support for the wider trust users to ensure that clinical staff can complete their jobs effectively.

Light physical effort and occasional requirement to carry and move equipment without aids and in confined spaces.
We work both autonomously and as part of a team, you must be able to work independently on tasks and also assisting other team members when required. The team keep in regular contact using MS Teams video calls and chat functionality.

Ensuring CITS is able to provide excellent IT support services and that the admin function supports this by ensuring the smooth running of the department.

Time management and prioritisation of workload.

Dealing with a high level of daily activity.

Responding to short time frame demands, telephone and personal enquiries.

To set up and manage filing systems.

To undertake typing and the preparation and distribution of documentation as required.

Minute taking for meetings when required.

To manage incoming/outgoing calls and relaying messages accordingly.

To manage updates to the local intranet of supporting documentation.

The work pattern is unpredictable requiring prolonged concentration and ability to react to interruptions to answer queries from staff and customers.

The role is likely to be fluid in the coming months with asset management and product life-cycle possibly becoming a part of the job. The ability and willingness to change and adapt to different roles is essential.

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