Clerical Assistant

3 weeks ago

Nuneaton, United Kingdom George Eliot Hospital NHS Trust Full time

Part Time
- 15 hours per week

Permanent

£22,816 - £24,336 per annum pro rata

Closing Date-29th November 2023

Interview Date -8th December 2023

To assist in the provision of the Estates & Hotel Services administration service to the Trust, visitors and external bodies, including management of contractors, raising orders, checking of invoices, production of ID Badges and parking permits and reception duties.
- Maintenance Contracts
- Deal with phone queries (including answer phone messages)
- Accept and record defect jobs onto computerised system
- Produce, issue and update access/ID cards
- Issue/update car parking permits and cancel parking permits as requested
- Sign in contractors - issue name badges/access cards/keys
- Order access cards and printer consumables
- Log and distribute mail
- Sort wage slips and issue
- Photocopying/scanning documents
- Issue telephone pin numbers to members of staff
- Filing and archiving

**Our benefits include but are not limited to**: On-site nursery, 27 days minimum annual leave plus 8 bank holidays, cycle to work scheme, flexible working, extensive in-house course learning directory, buying and selling of annual leave, subsidized restaurant, tranquility garden and generous subsidized on-site parking
- Deal with visitors to Estates & Hotel Services Reception and Contractors queries.
- Liaise with supervisors/managers/storekeeper with regards to any requisition/order queries
- Experienced in the use of the Estates reporting system, procurement, car permit and access card software. Maintaining the contracts for; Estates, Hotel Services and EBME including medical equipment.
- Attend statutory and mandatory training when necessary
- Has an understanding of a range of work procedures some of which are non-routine and require a base level of knowledge and experience.
- Input requisitions/orders onto the e-Procurement system (for maintenance contracts, stationary, ad hoc orders, call outs, food, cleaning materials, badge accessories etc.)
- Deal with any paperwork e.g. requisitions, delivery notes, invoices relating to the orders raised on e-Procurement in accordance with Trust financial policies
- Prepare Catering function sheet for distribution to key staff
- Standard keyboard skills developed in post or through previous relevant experience.
- Follows policies in own role and work area.
- Take card payments for car parking permits and any fines
- Obtain prices/quotes for stationery and order
- Maintains stock control of stationery
- Carry out car parking permit audit and relay non-payment information to Manager
- Carry out access card audit as directed by Administration Manager
- Is guided by clearly defined occupational policies, work is managed rather than supervised.
- Input data for car parking fines
- Raise debtors
- Archive/scan old paperwork
- Obtain and collate data for any Freedom of Information requests
- Take and write up minutes for meetings. Provides cover for formal minutes when required.
- Input data for name badges and issue name badges
- Input data for assets onto Estates reporting system (Backtraq)
- Cover when necessary the input of timesheet data onto Easy payroll system
- Provides advice to new or less experienced employees in own work area.
- Assist Estates Managers/ Supervisors when required.
- Provide clerical support as and when required by the Administration Manager

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