General Office Assistant
5 months ago
To assist with the provision of the General Office function to staff, patients and visitors with regard to repayment of travel costs, receipting of monies paid to the Trust, provision of ID badges to staff and all aspects of car parking administration.
When on Reception, provide assistance to the public with general enquiries and car parking validation.
General Office receipts cash and cheques in relation to payment of invoices, restaurant takings and patient monies. The office deals with all aspects of car park administration and also the provision of patient travel expenses.
General Office staff also provide Reception services between 8.30am and 4.30pm, Monday to Friday, dealing with all general enquiries from the public.
Harrogate Integrated Facilities Ltd (HIF) is a wholly owned subsidiary company of Harrogate and District Foundation Trust (HDFT) and supplies services to the hospital and community services with respect to Maintenance, Sterile Services, Portering, Catering, Equipment Library, Linen and Sewing Room, Security, Car Parking, General Office, Front Desk, Reception, Waste Management, Courier Services, Security Services and Domestics. We are a multi-cultural and multi-nationality workforce.
Our mission is to be an exceptional provider of integrated facilities for the benefit of our communities, our staff and our partners.
GENERAL OFFICE
1. Daily handling and counting of all cash and cheques in relation to restaurant takings, car parking, TEWV patients etc; including receipting, reconciling and preparing for banking.
2. Daily handling and receipting of cheques received via Finance Department in relation to invoices paid, prescriptions etc.
3. Daily handing of patients’ valuables, property and monies, e.g. receipting and returning to patient or representative, completing appropriate paperwork.
4. Attend Trust’s own bank to deposit and collect cash.
5. Undertake duties associated with the handling of Death Certificates and liaise with the Medical staff, Mortuary Staff, Harrogate Registry Office, Coroners Officer, Undertaker and Relatives, as appropriate.
6. Arrange funerals for deceased patients in appropriate circumstances
7. Liaise with Wards, Chaplains, Mortuary, Undertaker and Parents in relation to the deaths of infants/children, assisting the parents with the arrangements of the funeral.
8. Day to day management of site wide car parking, including monitoring of violations, notifying staff of possible sanctions and advising the assistant security manager if sanctions are necessary.
9. Day to day management of the security ID system (i.e. ensuring only authorized signatories complete paperwork. Print/delete badges as appropriate both within HDFT and TEWV. Provide activity reports at the request of the Security & Healthcare Services Manager / Local Security Management Specialist. Fault finding on security ID system.
10. Maintain the security of General Office and ensure only authorized individuals are admitted.
11. Deal with room bookings for the Board Room, Atrium and the Farndale Meeting Room.
12. Record the details of lost property and valuables received from wards, departments, staff and public, and deal with the return and disposal of all items.
13. Provide cover for colleagues in their absence.
RECEPTION DESK
14. Deal with reception enquiries from patients and visitors
15. Validate car park tickets for members of the public who are entitled to them.
16. Receive external and internal mail
17. Receive specimens from the general public, GPs, Emergency Department etc
18. Receive flowers and patient’s equipment no longer required, and re-direct to appropriate ward/department.
19. Allocate duties to volunteers e.g. delivering of flowers and urgent medical notes to the wards
20. Distribute hearing aid batteries to the general public and keep adequate supplies obtained from the Audiology Department
21. Ensure specimens, case notes and x rays of an urgent nature are dealt with promptly
22. Supervise work experience students
23. Observe medical gas alarm panel and panic alarm and take appropriate action
24. Report faults to appropriate department
25. Security, issue and return of keys held in the key press. All keys must be signed for in the Key Record Book
26. Assist patients with telephone calls e.g. arranging taxis
27. Arrange portering of patients arriving, when requested
28. Deal with car parking difficulties and liaise with the Car Park Attendants
29. Receive lost property and forward to General Office
30. Act as point of contact for Police enquiries
31. Deal with patient enquiries from Switchboard
32. Contact the Bed Manager re Patient Admissions
33. Undertake any other duties that may be allocated by the Assistant Security Manager and Security & Healthcare Services Manager.
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