PRINCIPLE DUTIES AND RESPONSIBILITIES
To support the weekly and monthly payroll returns.
To coordinate the sickness reporting for the department including keeping ESR up to date with all sickness and producing reports for Management and HR.
To act as 'super-user' of the various bespoke systems that the department uses on a daily basis, auditor, access control, oracle, Time and attendance, facilities intranet page and survey monkey. This will include being the first point of contact and escalation with suppliers.
4. To undertake general office duties including filing, circulation of post, photocopying, letters, reports, agendas as required.
To maintain a filing system within the department and ensure records are stored, filed and archived both physically and electronically.
To gather data from the facilities bespoke systems and produce reports and statistics for audit purposes when required.
To use the Trust's internal ordering system to order and receipt goods and to raise orders from capital and special trustee funds complying with the Trust's Standing Financial Instructions (SFI's) at all times.
To keep and maintain spreadsheets monitoring labour utilisation (including Agency returns), financial expenditure, any other management spreadsheets within the Facilities department.
To be responsible for coordination of data relating to PLACE inspections and input of the Trust's PLACE return on to the national database.
To coordinate requests for replacement of staff uniforms for the whole department.
To assist patients and members of the public during incidental contact, to respond to complaints in a sympathetic and professional manner.
12. To handle queries from Managers and Staff, by telephone, electronically and in person, regarding issues related to operational service provision. This may include urgent or potentially contentious situations requiring deployment of tact, diplomacy skills and use of initiative in the absence of more senior colleagues.
To maintain Time and attendance system of staff records in terms of absence, holidays etc and keep personal files updated.
To monitor and coordinate arrangement of training for member of the facilities team.
Ensuring new starters and leavers are processed in a timely manner whilst ensuring all systems reflect the same information
To attend and participate in training courses as required, and be willing to undertake further training should the need arise.
To train existing and new members of staff within the department on the departmental IT systems.
To coordinate diaries for team members and liaise with outside agencies when arranging meetings, courses etc.
To be a team player within the admin department and ensuring the service needs are met.
Supporting the admin team to cover annual leave and sickness
To have knowledge of financial aspects to the operational department. Recharges, ordering
Support managing shared inboxes. Answer queries in a timely and professional manner
Provide admin support to the operational team. Support with new processes to support (like cleaning audits)
Note taking in meetings at all levels of the operation
The post holder must maintain confidentiality of information relating to the company, patients, staff and other health service business.
Access control support
Blue Arrow is proud to be a Disability Confident Employer and is committed to helping find great work opportunities for great people.
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