Choose Well - Choose WWL
Job overview
The Administrative Officer is responsible for providing an efficient and effective administrative support service to ensure the smooth running of the Security and Car Parking Department.
They will ensure accurate issuing of ID badges to staff and door accesses as well as recording of all application forms for ANPR car parking requests.
Main duties of the job
Receive and make incoming / outgoing calls for the Departments from/to external and internal contacts, taking any messages and initiating appropriate action.
Issue of correct information to inform the Security Parking Officers of any vehicle information required on a daily basis.
Act as first point of contact for patients, visitors and staff with the Trust with enquiries regarding Car Parking issues.
Responsible for ‘signing in’ Contractors and issue with ID passes.
Contact Managers/Security team if contractors require assistance or directions to areas within the Trust for work to be undertaken.
Responsible for the day to day running of the Paxton Net 2 system to enable staff access to secured areas within the Trust.
Responsible for the day to day running of the Site Guard system, which produces ID badges and secured access to certain areas within the Trust.
Responsible for the day to day running of Car Park C intercom system, for staff access when visiting Royal Albert Edward Infirmary.
Issue of exemption passes and fobs for the correct car parking procedures for patients and visitors for WWL car parks according to the Car Parking Policy.
Inputting and up keep of all relevant information on the car parking database system and allocation of relevant permits and fobs across all sites.
Producing and issuing of access control and ID badges for the whole of the Trust staff, Community and GMMH.
Working for our organisation
Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that ‘happy staff, makes for happy patients’. We have a recognised track record in staff engagement and living our values.
·People at the Heart
·Listen and Involve
·Kind and Respectful
·ONE Team
WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. We are seeking to recruit people who share our values and beliefs.
At WWL we value the benefits a rich and diverse workforce brings to our community and therefore welcome applications from all sections of society.
COVID-19 vaccination remains the best way to protect yourself, your family, your colleagues and of course our patients from the virus when working in our healthcare settings. Whilst COVID-19 vaccination is not a condition of employment, we do encourage our staff to get vaccinated. If you are unvaccinated there is helpful advice and information available by contacting covid-19.vaccine@wwl.nhs.uk where you can also ask about how to access vaccinations.
Detailed job description and main responsibilities
Receive and make incoming / outgoing calls for the Departments from/to external and internal contacts, taking any messages and initiating appropriate action.
Hold the office keys and opens up the offices/department on a daily basis and deal with staff, visitor and patients issues/queries.
Use all communication facilities provided.
Issue of correct information to inform the Security Parking Officers of any vehicle information required on a daily basis.
Act as first point of contact for patients, visitors and staff with the Trust with enquiries regarding Car Parking issues.
Responsible for ‘signing in’ Contractors and issue with ID passes.
Contact Managers/Security team if contractors require assistance or directions to areas within the Trust for work to be undertaken.
Responsible for the day to day running of the Paxton Net 2 system to enable staff access to secured areas within the Trust.
Responsible for the day to day running of the Site Guard system, which produces ID badges and secured access to certain areas within the Trust.
Responsible for the day to day running of Car Park C intercom system, for staff access when visiting Royal Albert Edward Infirmary.
Issue of exemption passes and fobs for the correct car parking procedures for patients and visitors for WWL car parks according to the Car Parking Policy.
Inputting and up keep of all relevant information on the car parking database system and allocation of relevant permits and fobs across all sites.
Producing and issuing of access control and ID badges for the whole of the Trust staff, Community and GMMH.
Person specification
Qualifications
Essential criteria
1. GCSE Maths and English or equivalent.
2. Computer literate and good knowledge of Microsoft Office package.
3. NVQ Admin Level 1 or 2 or equivalent knowledge.
Desirable criteria
4. European Computer Driving Licence (ECDL)
Experience
Essential criteria
5. To be able to demonstrate relevant administration experience.
6. Working within and office environment.
Desirable criteria
7. Experience of working within the NHS
Skills
Essential criteria
8. Good organisation skills.
9. Good telephone manner.
10. Good communication skills.
11. Ability to deal sensitively with confidential information.
12. Good time management.
13. Experience of using databases and spreadsheets.
Desirable criteria
14. Organising filing systems.
15. Setting out letters/memos
16. Experience in minute taking
Knowledge
Essential criteria
17. Good general knowledge of office working procedures.
18. Good knowledge of Microsoft Office.
Desirable criteria
19. Knowledge of NHS or Trust organisation.
20. Knowledge of HR Policies and Procedures.
Additional
Essential criteria
21. Flexible to provide cover Trust wide for other admin staff during absence.
22. Professional approach and appearance.
23. Able to work as part of a team.
24. Able to work on own initiative.
25. Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation
Desirable criteria
26. Access to a vehicle for work purposes to be able to travel between sites.