Gms Administration Assistant, Gms Band A

This position is for a 22.5 Admin assistant, Wednesday, Thursday, Friday, 8am to 16.00 daily based at CGH - flexible as holiday cover will be required

The post-holder will provide an efficient, confidential, and professional admin service to the Estates and Facilities team.

The post-holder will be expected to work as part of an Administrative Support / Access Control Team and will report to the Administration Manager

Provide support to resolve any problems faced by the team and deal with enquires from users of the service.

Interact and direct external contractors who require work passes

There is an expectation that the post holder would adapt and be flexible to roles commensurate with the post holder level of skills, knowledge and experience to support the EFD team.

To undertake any training that is commensurate to the job role
- Communicate regularly with procurement, credit control and operational managers when dealing with queries and progress chasing related to invoices and orders, and record information.
- Good use of Administration systems which include, Harlequin, BackTraq, Smartstream, P2P
- Process banking, reconciliation of Trust Funds
- Ensure records are maintained in line with finical guidelines
- Undertake other appropriate duties as required.
- Produce Access Control Cards as per policy
- Maintain an accruals list and be able to analyse the information and support the financial accountant with month end information with any queries
- To maintain the office stationary stocks and maintain office equipment assets list ensuring the best use of resources.

The GMS team is made up of a wide age group from different cultural backgrounds, we all enjoy the difference and experiences we have had, which all help in the working environment.

Working within the Estates and Facilities, we support all the teams which make up Gloucestershire Managed Services, we also support Gloucestershire Hospitals, which include Cheltenham General, Gloucester Royal, Stroud Maternity, and many of the more local community Hospitals.
Every day can be different to the next - both offices have a light atmosphere, with a serious undertone We believe that the working atmosphere needs to be friendly and welcoming. On a daily basis we sign in contractors who operate around site, theses individuals we know on a first name basis, there like an extension of the Estates working family

The post-holder will provide an efficient, confidential, and professional admin service to the Facilities team. The post-holder will be expected to work as part of an Administrative Support Team and will report to the Administration Manager

Provide support to resolve any problems faced by the team and deal with enquires from users of the service.

There is an expectation that the post holder would adapt and be flexible to roles commensurate with the post holder level of skills, knowledge and experience to support the EFD team.

To undertake any training that is commensurate to the job role

PLAN AND ORGANISATION
- To arrange meetings, take minutes and notes, update action trackers and coordinate actions by chasing and reminders to key stakeholders. The post holder should take the initiative by following up on action to gain an early resolution.
- Plan absence meeting, prepare information including letters, and time lines and record actions taken, coordinate occupational health requests and reports, file ready for can meetings

COMMUNICATION AND WORKING RELATIONSHIPS
- Engaging positively and effectively with colleagues across the corporate and operational areas of the organisation.
- Ensuring an appropriate and effective information flow between the Board, Committees and Groups.
- Developing and maintaining effective working relationships with all levels of staff across the organisation.

EFFORT, SKILLS AND WORKING CONDITIONS

Physical skills

Use of Visual Display Unit (VDU) on a daily basis (Workstation assessments undertaken), may be sitting at a desk all day

Physical effort

The post holder may be sat at a computer or in meetings for prolonged periods of time. This is already likely to require frequent travel between sites.

Mental effort

Concentration required for writing reports, attending meetings, business planning

Emotional effort

Exposure due to staff and stakeholder management

Dealing with sensitive and confidential information

Working conditions

The work pattern may be unpredictable due to interruptions. High levels of concentration are also required when completing payroll information.

Priorities can change during the day.

Person Specification

Essential
- English GCSE level C
- Maths GCSE level C
- NVQ level 3 and competence-based qualifications in business and administration working towards Level 4
- Experience of dealing with people, to maintain a high level of customer care
- Organisational Skills
- Able to use Microsoft office package
- Excellent communication skills (written & verbal)
- Displays an organised approach