Office Support

4 weeks ago

Newcastle upon Tyne, United Kingdom NHS Business Services Authority Full time

This is an office-based role to complete general office duties, including the receipt and preparation of all post incoming and outgoing. The role is physical and involves general housekeeping tasks and the movement of documents and boxes. All work should be processed quickly and accurately, complying with agreed procedures and technical instructions.

What do we offer?
- 27 days leave (increasing with length of service) plus 8 bank holidays
- Flexible working (we are happy to discuss options such as compressed hours)
- Flexi time
- Hybrid working model (we are currently working largely remotely)
- Career development
- Active wellbeing and inclusion networks
- Excellent pension
- NHS Car lease scheme
- Access to a wide range of benefits and high street discounts

To deal with the large volume of incoming and outgoing post, critical to the daily running of the service. This is an office-based role to complete general office duties.

At the NHS Business Services Authority (NHSBSA) we deliver a range of essential national services to NHS organisations and contractors, patients and the public.

You may already be using some of our services. Do you have a prescription pre-payment certificate? Perhaps you found this vacancy through NHS Jobs? We’re behind these, and much more.

Being one of the UK’s Best Big Companies to work for, our values are to be Collaborative, Adventurous, Reliable and Energetic. We CARE about what we do and support each other in achieving our objectives.

Our people are the heart of our organisation. We strive to ensure they feel trusted, valued and empowered. We’re passionate about nurturing and developing people. When you join us, we want you to grow, and we offer many opportunities for you to do that.

We are the NHS delivering for the NHS

**In this role you are accountable for**:
1. Managing own workload and operating in line with Service Level Agreements, internal agreements / policies and technical instructions / procedures within agreed timescales.

2. Opening, examining and sorting of incoming paperwork to ensure it is distributed appropriately.

3. The preparation of post to be scanned and transferred to the scanning facility according to agreed procedures. This includes the loading, labelling and logging of crates.

4. Ensuring work is stored safely in accordance with GDPR Policy.

5. Logging and maintaining accurate data in terms of work handled.

7. Printing and packing all outgoing post, ensuring the address is visible, correct documents are included and the envelope securely sealed.

8. Preparing outgoing post for collection according to agreed procedures and using the relevant computer systems.

9. When required, preparing historical work for scanning, arranging transfer to scanning facility and warehouse. This includes clear labelling of the crates and maintenance of the log following agreed procedures.

10. Liaising with colleagues in scanning services and the post room

11. Recalling requested batches of work from the warehouse, locating the relevant documents and passing back to the requester for further action.

12. Processing and logging Dead Letter Office post in line with work stream requirements.

14. Adhering to health and safety guidelines

15. Working to agreed performance and accuracy targets.

16. Assisting with the induction and mentoring new staff or colleagues.

17. Liaising with the Office Coordinator

18. The stock taking of office supplies

19. Receiving stock, logging it and putting it away

20. Maintaining a clean and organised workspace

21. Continuously identifying areas of improvement and feeding these back to the team manager

22. Performing other duties commensurate with pay band and experience.

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