Business Services Administrator

6 months ago


Plymouth, United Kingdom University Hospitals Plymouth NHS Trust Full time

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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