Administration & Reception Assistant

2 weeks ago

Dundee, United Kingdom Bellrock Property and Facilities Management Full time

**Administration & Reception Assistant**

At Bellrock, we harness technology to give our customers an experience that not only leaves them with advanced building systems, but with peace of mind, and we unlock that by being technology-led but people-driven. When you’re part of Bellrock, you’ll get everything you need to be your best at work - because our people are the heart of our business and we’re all about helping them to shine.

To operate as an Administration / Reception Assistant incorporating a number of roles, to assist the contractual obligations and co-ordinating all the necessary information requirements, to ensure the contract is managed effectively. The role will also involve scheduled timed maintenance of a computerised system that monitors and controls a real time helpdesk, reactive work, planned maintenance, labour utilisation, sub-contract agreements and performance reporting. Organise access for Staff, Visitors, and Subcontractors.

**How will you be the change?**:
We believe every role is essential to providing that peace of mind for our customers - whatever part of the business you’re in - every role plays a part in driving us further and everyone can be the change. That’s how we deliver value for our customers, and building systems that lead the way.

And as an Administration & Reception Assistant with Bellrock you’ll do it by

**Safety, Health & Environment**
- To ensure that statutory requirements, codes of practice and procedures relating to the Health and Safety at Work and any other relevant enhancements are met in full.
- To work in a safe and healthy manner for the benefit of themselves, Company, site personnel, client personnel, other contractors, visitors and members of the public.
- Operate Work Permits and Risk and Method Statements for Contractors/Sub-contractors/Suppliers.

**Operations**
- Operate a computer-based Facilities Management maintenance database.
- Log all reactive faults on the database, informing the relevant department, maintaining communication with the client and informing when works are completed, where applicable.
- Assist the Contract Manager & Senior Staff in the co-ordination of all on-site activities and meetings.
- Operate helpdesk - taking calls and passing work to Facilities Management staff and sub-contractors.
- Deal with enquiries, reception duties and Ward and NHS Admin staff communications.
- Filing and office procedures and documentation for all Departments.
- The post holder may be required to undertake any other duties which are deemed reasonable and are required within the nature of the duties and responsibilities of the post.
- Assisting with Mental Health Tribunals
- Assisting disabled visitors and staff around the hospital
- Car park management
- Taking in NHS bloods and safely storing at Reception
- Issuing of Access cards through computer system
- CCTV operation
- Liaising with NHS IT
- Assisting patients who attend outpatient clinic appointments and liaising with Crisis Resolution Team
- Assisting Contractors
- Updating Personnel Files.
- Dealing with catering requests
- Enhancing Reception’s appearance
- Updating Risk Assessments
- Ordering and maintaining stock of cleaning consumables
- Order of food for NHS patient.
- Input of all staff data for payroll, including sickness deductions and overtime payments.
- Deputise for the senior Administrator to complete all life cycle requests and update the site Life Cycle Planner.
- Complete rechargeable repair documentation and finalise billing through the NHS Pecos system.
- Complete KPI reports and distribute accordingly.
- Operate the planned preventative maintenance programme ensuring completion times are met.

**Financial**
- To ensure correct and efficient use of all cleaning equipment, supplies and materials.
- Raise orders and liaise with the Accounts department.
- Check and record invoices and submit them for certification and authorisation.
- Maintain financial records.
- Monthly billing costs for invoicing
- Collect all petty cash on a weekly basis, secure funds and bank on a monthly basis, ensuring all petty cash receipts.

**Commercial**
- Promote the Company name through the course of working practices.

**Decision Making Authority**
- Health & Safety issues
- Safe work methodology
- Risk Assessment / COSHH
- Assigning works to FM staff / subcontractors Deputising for FM Soft Services Manager

**Human Resources**
- To adhere to all Company HR policies and procedures, including Criminal Records Bureau (CRB) checks, Protecting Vulnerable Groups (PVG) as required

**Interaction with others**
- Contract Manager / Soft Services Manager / Technical Staff / Hotel Services Staff
- Helpdesk Supervisor / Admin Team
- Client and Carseview Centre Staff / visitors / members of public.
- Sub-contractors and Suppliers

**Additional Duties
- Site Specific**
- Additional / Covering working duties.
- Assist the Contract Manager and FM Team in the day to day running of the contract

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