Helpdesk Secretary

Communication. To communicate with trades staff on work related issues. To review the work-load allocation of Trades staff with the Office Manager and Estates Officers. To receive maintenance requests via telephone from departments/directorates and outside subsequentlyinput information onto Resman system.

To deal with difficult telephone queries/complaints and ensure that they are resolved in the correct/tactfulmanner. Under instruction call out outside maintenance contractors. Experience / Skills. The management of the Help Desk.

And responsible for the contractors to work ID and Fire register. To provide bed register and monitor risk assessment for extension leads and collate the asbestos register. To input weekly stock take adjustments for monitoring of the stores stock levels. To organise the weekly on-call list and distribute to Switchboard, Estates Officers and Team Leaders.

Provide support to Support the Office Manager and Head of Estates, Estates Officers in all other duties. Ensure that customer service standards are maintained. Aware of statutory guidelines and regulations. Understanding of multi-disciplinary work-force duties and tasks.

Knowledge of trades work andmaintenance terms to enable work to be categorised and prioritised. Basic knowledge of regulatorystandards. Freedom to Act Work on own initiative, tasks are managed proactively. Working with guidelines for the Trust and Departmental procedures and contribute to change in thosepolicies and procedures.

Make decisions on a daily basis on clinical need and allocate work based on post holder knowledge of TrustPolicies. Mental Effort To be able to work in an unpredictable work environment under increased pressure during emergencysituations and the general nature of the department. High degree of concentration for long periods of time, data analysis and creating reports. Frequent telephone interruptions.

Constant use of VDU. Freedom to Act.1. Operating within agreed procedural guidelines and agreeing with the Office Manager deployment of thestaff to enable compliance and completion of the tasks.2. Ability to work on own initiative think laterally and organise own workload.

Organisational Skills.1. To be responsible for organising and prioritising job requests and issuing to relevant Trades staff.2. Ensuring all job dockets are completed and returned by Trades staff on a daily basis and enter feedback ofwork carried out onto computer Access database. Financial1.

Ensure all financial documentation is completed and deadlines met in accordance with Trusts StandingFinancial Instructions, placing orders on SBS.2. The completion of relevant Payroll forms which is the recording of staff hours, sickness, holidays on aweekly basis. Human Resources.1. The completion of all staff forms, e.g.

change of address, termination of contracts, changes to contracts.To be forwarded to Human Resources department on completion.2. To review and update procedures. Produce new procedures based on experience and situation. Mental Effort.1.

Ability to concentrate with regular interruptions due to nature of department.2. A measure of independent judgement, prioritising work based on customer information,experience and current workloads