Office Support

2 weeks ago

Newcastle upon Tyne, United Kingdom NHS Business Services Authority Full time

Job summary

This is an office-based role to complete general office duties, including the receipt and preparation of all post incoming and outgoing. The role is physical and involves general housekeeping tasks and the movement of documents and boxes. All work should be processed quickly and accurately, complying with agreed procedures and technical instructions.

What do we offer?

27 days leave (increasing with length of service) plus 8 bank holidays Flexible working (we are happy to discuss options such as compressed hours) Flexi time Career development Active wellbeing and inclusion networks Excellent pension NHS Car lease scheme Access to a wide range of benefits and high street discounts

Main duties of the job

To deal with the large volume of incoming and outgoing post, critical to the daily running of the service. This is an office-based role to complete general office duties.

About us

Here at the NHS Business Services Authority (NHSBSA), what we do matters.

We manage the NHS Pension scheme, process prescription payments and much more. Our services are used by NHS organisations, contractors and the public: we take pride in being part of something so meaningful, that touches millions of lives.

Just as we design our services around the needs of our customers, we place our people at the heart of our organisation. That's why when you join us, you'll be empowered and given the right support to help your career grow.

As one of the UK's Best Big Companies to work for, we're all connected to our values: Collaborative, Adventurous, Reliable and Energetic. We care about our people, our purpose, and your progress.

We strive to offer a fantastic colleague experience, where every voice is heard, and every colleague is supported and respected. Wellbeing, diversity and inclusion is at the centre of this, so when you join us, you can connect with our Lived Experience Networks who help us to bring our authentic selves to work.

We welcome applications from people of all backgrounds and circumstances. We are committed and proud to be a flexible employer and will endeavour to offer a working pattern that suits you wherever possible, whether that be hybrid working, flexible hours, job sharing and more.

Ready to join us on our journey to be a catalyst for better health? Apply today and see where the NHSBSA can take you.

We are people connected to care.

Job description

Job responsibilities

In this role you are accountable for:

1. Managing own workload and operating in line with Service Level Agreements, internal agreements / policies and technical instructions / procedures within agreed timescales.

2. Opening, examining and sorting of incoming paperwork to ensure it is distributed appropriately.

3. The preparation of post to be scanned and transferred to the scanning facility according to agreed procedures. This includes the loading, labelling and logging of crates.

4. Ensuring work is stored safely in accordance with GDPR Policy.

5. Logging and maintaining accurate data in terms of work handled.

6. Assessing whether application forms are complete and take appropriate action to facilitate completion.

7. Printing and packing all outgoing post, ensuring the address is visible, correct documents are included and the envelope securely sealed.

8. Preparing outgoing post for collection according to agreed procedures and using the relevant computer systems.

9. When required, preparing historical work for scanning, arranging transfer to scanning facility and warehouse. This includes clear labelling of the crates and maintenance of the log following agreed procedures.

10. Liaising with colleagues in scanning services and the post room

11. Recalling requested batches of work from the warehouse, locating the relevant documents and passing back to the requester for further action.

12. Processing and logging Dead Letter Office post in line with work stream requirements.

13. Communicating with colleagues verbally (in person or telephone), via email or Teams as required

14. Adhering to health and safety guidelines

15. Working to agreed performance and accuracy targets.

16. Assisting with the induction and mentoring new staff or colleagues.

17. Liaising with the Office Coordinator

18. The stock taking of office supplies.

19. Receiving stock, logging it, and putting it away

20. Maintaining a clean and organised workspace

21. Continuously identifying areas of improvement and feeding these back to the team manager

22. Performing other duties commensurate with pay band and experience.

Person Specification

Personal Qualities, Knowledge and Skills

Essential

IT literate in Microsoft packages, able to use databases, word processing, spreadsheets to enable accurate analysis and reporting Ability to organise and prioritise workload Understanding of the Information Governance principles, confidentiality and GDPR Work quickly and accurately following procedures Able to deliver excellent customer service whilst meeting deadlines and targets Adaptable, with proven ability to respond to and switch between a wide variety of work effectively and with limited notice Can concentrate for long periods of time working on routine tasks and is self-motivated Flexible and adaptable with a positive attitude Ability to work effectively within a team and on your own, using your own initiative

Desirable

Knowledge of post room procedures Understanding of reciprocal healthcare arrangements in the EEA & Switzerland Ability to work using own initiative Reliable and committed

Experience

Essential

Experience of working to targets in a pressured environment Experience of understanding and following written instructions

Desirable

Experience of working in a clerical, customer focussed environment and/or data input Written communication with customers

Qualifications

Essential

GCSE Maths and English grade C or above or equivalent qualification or work-based experience

Desirable

A broad range of GCSE qualifications

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