IT Support & Stock Coordination Officer

Job description

Job responsibilities

Job Purpose

To manage IT stock and supplies within the organisation. This will include placing orders, receiving of deliveries, the management of stock levels and the processing of orders for collection by CityCare staff.

Work closely with Clerical Officer providing admin support and coordinating workload.

Responsibility for investigating and solving supply related problems e.g. deliveries and stock discrepancies.

Responsibility for the management of IT requests to ensure IT equipment is provided for clinical and non-clinical services.

Facilitate the repair process for broken and faulty CityCare laptops.

Support with any IT refresh and rollout projects.

Communicate with external contractors to resolve issues.

Dimensions

Have an excellent IT skills including a technical understanding of Excel, data management and use of spreadsheets.

Have a problem solving approach and an ability to source technical solutions to IT issues.

Form effective working relationships with a wide variety of staff and external stakeholders.

Work autonomously, seeking guidance as required.

Experience of working in a band 3 or 4 administrative / supervisor / coordination role.

Excellent organisational, work-load management and prioritisation skills.

Strong verbal and written communication skills, including persuasive skills and an ability to liaise successfully with others at various levels both internally and externally.

An ability to work in a team setting as well as independently.

A positive, flexible, problem-solving attitude.

Analytical & Judgment skills.

Key Responsibilities

Responsible for the IT hardware and mobile phone stock management in line with the IT SOP.

To manage own workload efficiently and effectively, including managing conflicting priorities and demands on time.

To work in collaboration with line manager to create new procedures in area of work. Offering practical advise based on experience.

To allocate and supervise work to band 2 reception support. To include providing training for any duties required and implementing policies.

Attend fortnightly meetings with Head of Service to provide updates on stock and issues to review and plan priorities.

To manage the IT inbox and oversee the processing of requests and queries.

Manage large spreadsheets to record requests, repairs, orders updating accordingly.

Order and allocate stock to staff.

Complete Capex requests monthly for approval.

Process device isolation information and contact users.

Process Leavers information and contact service managers.

Reassign / retrieve stock on asset register when staff leave.

Use VCO to activate / disconnect and reassign SIMS.

Liaise with Vodaphone regarding any connection issues.

Manage diary to accommodate collection appointments.

Activate disabled laptops.

Set up of mobile phones.

On issuing mobile phones and laptops ensure training is provided via either tutorial, user guides or signposting for in depth training.

Communicate with external contractors including but not limited to NHIS, stock manufacturers such as Lenovo and Dell and mobile contract providers to resolve any issues experienced by staff. Keeping accurate records and providing feedback to reassure and update both staff and external contractors.

Liaise with NHIS to ensure new smart phone users are allocated to the correct Air Watch group.

Facilitate the repairs process for broken and faulty CityCare laptops liaising with NHIS and staff.

Allocate loan stock as required.

Ensure safe disposal of broken equipment.

Provide support for IT roll out projects. To include preparing stock for rollout projects by submitting CAPEX forms as appropriate, submitting stock orders.

Ensuring equipment is set up prior to distribution for roll out which may require liaising with NHIS engineers.

To manage and update data in relation to roll out projects including planning appointment schedules to distribute stock in a timely manner.

To provide training via tutorial or user guides for roll out of new stock.

To undertake administrative duties associated with the post, undertaking any training required.

Receive daily telephone calls and emails from staff experiencing issues, deal with this accordingly through to a resolution. Providing updates as necessary.

To manage own workload efficiently and effectively, including managing conflicting priorities and demands on time.

To undertake any other duties commensurate with the role as agreed between the line manager and role holder.

Person Specification

Experience

Essential

• Experience of working in an administrative role.
• Experience of the technical IT requirements and IT systems as outlined in the JD and job advert.
• Experience of working in a team.
• Experience of stock management and stock management systems.
• Support and Supervision of staff.

Desirable

• Experience of working in a healthcare environment.
• Experience of managing IT assets.

Skills and Attributes

Essential

• Intermediate to advanced IT skills, including MS Outlook, Word, Excel, as indicated in the JD Excellent organisational skills, including an ability to manage spreadsheets, shared inboxes and diaries.
• Good written & verbal communication skills, including a high standard of written and spoken English.
• An ability to establish effective working relationships.
• An approachable, responsive, resourceful, enthusiastic and flexible approach.
• Ability to analyse situations and make informed judgments.
• Ability to use initiative to organise and prioritise workload in response to changing priorities.
• Ability to deliver to competing deadlines.
• Ability to work on own initiative.
• Ability to work with staff at all levels.
• Ability to work under pressure in a busy working environment.

Special Requirements

Essential

• Ability to be flexible over hours worked within contracted hours to meet the needs of the service.
• Ability to travel between locations.

Desirable

• Full driving licence and the ability to travel between locations.

Qualifications

Essential

• A Qualification in project management/administrative/office management-related subject.
• Ability to demonstrate experience of working at a B3 or B4 admin, supervisor or stock coordinator role.
• Experience of working in an administrative role.
• Experience of the technical IT requirements and IT systems as outlined in the JD and job advert.
• Experience of working in a team.
• Experience of stock management and stock management systems.
• Support and Supervision of staff.

Employer details

Employer name

Nottingham CityCare Partnership CIC

Address

Aspect House, Aspect Business Park

26 Bennerley Road

Bulwell

Nottinghamshire

NG6 8WR

Employer's website

https://www.nottinghamcitycare.nhs.uk/ (Opens in a new tab)