Job summary
University Hospital Southampton NHS Foundation Trust is delighted to offer a fantastic opportunity to work with us.
Please note this vacancy is only open to applicantsfrom Hampshire & Isle of Wight NHS system, which is limited to Hampshire and Isle of Wight ICB, Southern Health FT, Portsmouth Hospitals University NHS Trust, Isle of Wight NHS Trust, University Hospital Southampton FT, Solent NHS Trust, South Central Ambulance Service or Hampshire Hospitals FT.
Please see below for a detailed job description of the role.
Main duties of the job
This is a fantastic opportunity to be part of an expanding and key team within the Estates Maintenance function with our primary function being to service the hospital and ensure repairs are actioned quickly and effectively.
This role will be working closely with the team supervisors, mechanical, electrical and building mainly focusing on electrical team admin. You will be required to schedule works both reactive and planned, file worksheets, input data and raise PO requests.
Training and support will be provided where needed but ideally, you will have experience in this already. Knowledge of a maintenance environment is ideal along with a healthcare setting. At times this can be a fast-paced and demanding role due to the nature of the establishment.
Communication is key having to work alongside colleagues and support as well as being organised and precise. You will be required to cover the helpdesk at times so a good phone manner is needed.
About us
As one of the largest acute teaching Trusts in England, we offer learning and development opportunities to help you achieve the career you aspire to.
Specific to this role we are open to discussing flexibility in the hours that you work. Please talk to us at the interview about the flexibility you need, and we will explore what's possible for the role and service. UHS employees can access a range of NHS discounts, are entitled to a minimum of 35 days paid holiday (pro rata), and we offer a generous pension scheme.
Southampton is an attractive place to live and work situated on the south coast, with an international airport and direct trains to London. The New Forest National Park and beaches of the Jurassic coast are also right on our doorstep. The city offers living costs 20% lower than London and 14 schools rated outstanding by Ofsted.
Job description
Job responsibilities
General Duties
- To provide clerical/administrative support including data input, assisting with photocopying, filing, typing, preparing and retrieving files and distribution of mail.
- Ensure that accurate records, both manual and electronic, are maintained and appropriate action is taken in a timely manner.
- Provide reception services as required, and ensure that departmental telephone calls are answered in accordance with Trust policy. Courteously and efficiently dealing with these enquiries in a timely and efficient way referring as appropriate.
- Accurate and timely data input, collect and provide statistical information as required.
- Ensure adherence to standard operating procedures at all times, highlighting to a Team Leader any situations where this is not achievable.
- Assist in the arrangement of meetings and appointments relevant to the role, attend meetings as required and produce actions/minutes as required.
- Deal with concerns/complaints as appropriate, immediately escalating where necessary to the appropriate Team Leader for action.
- Work closely with and maintain excellent communication channels with both clinical and administrative staff.
- Ensure electronic systems are kept up to date as required; ensuring that information entered onto the system is in line with the Trusts data quality standards.
- Order stationary as required.
- If and when required provide cross-cover for other staff across the Trust to ensure a consistent and effective service is maintained at all times.
- Utilise paper-light processes where appropriate.
- Proficiently use all electronic systems required for the role, this includes Microsoft Word, Excel, PowerPoint and Teams. Undertake training as required if new technology/systems are introduced, to ensure competencies are maintained and efficiencies of the administrative processes are maximised.
For additional information, please refer to the job description and person specification.
Job description
Job responsibilities
General Duties
- To provide clerical/administrative support including data input, assisting with photocopying, filing, typing, preparing and retrieving files and distribution of mail.
- Ensure that accurate records, both manual and electronic, are maintained and appropriate action is taken in a timely manner.
- Provide reception services as required, and ensure that departmental telephone calls are answered in accordance with Trust policy. Courteously and efficiently dealing with these enquiries in a timely and efficient way referring as appropriate.
- Accurate and timely data input, collect and provide statistical information as required.
- Ensure adherence to standard operating procedures at all times, highlighting to a Team Leader any situations where this is not achievable.
- Assist in the arrangement of meetings and appointments relevant to the role, attend meetings as required and produce actions/minutes as required.
- Deal with concerns/complaints as appropriate, immediately escalating where necessary to the appropriate Team Leader for action.
- Work closely with and maintain excellent communication channels with both clinical and administrative staff.
- Ensure electronic systems are kept up to date as required; ensuring that information entered onto the system is in line with the Trusts data quality standards.
- Order stationary as required.
- If and when required provide cross-cover for other staff across the Trust to ensure a consistent and effective service is maintained at all times.
- Utilise paper-light processes where appropriate.
- Proficiently use all electronic systems required for the role, this includes Microsoft Word, Excel, PowerPoint and Teams. Undertake training as required if new technology/systems are introduced, to ensure competencies are maintained and efficiencies of the administrative processes are maximised.
For additional information, please refer to the job description and person specification.
Person Specification
Qualifications / training required
Essential
- IT Skills
- English & Maths to GCSE standard (Level C)
- Experienced in the use of Microsoft Office
- NVQ 3 Business Administration or equivalent level of knowledge
- Experience in use of databases
Desirable
- Experience in use of CAFM databases
- Experience in use of PLANET CAFM database
Previous or relevant experience necessary
Essential
- Recent administrative experience
- Working knowledge of purchase orders
Desirable
- Previous experience in technical environment
- Working knowledge of Oracle Purchasing system
Aptitudes and skills required
Essential
- Able to work using own initiative
- Attention to detail
- Ability to communicate with all levels of staff, technical and medical.
Trust Values
Essential
- Patients First
- Always Improving
- Working Together
Person Specification
Qualifications / training required
Essential
- IT Skills
- English & Maths to GCSE standard (Level C)
- Experienced in the use of Microsoft Office
- NVQ 3 Business Administration or equivalent level of knowledge
- Experience in use of databases
Desirable
- Experience in use of CAFM databases
- Experience in use of PLANET CAFM database
Previous or relevant experience necessary
Essential
- Recent administrative experience
- Working knowledge of purchase orders
Desirable
- Previous experience in technical environment
- Working knowledge of Oracle Purchasing system
Aptitudes and skills required
Essential
- Able to work using own initiative
- Attention to detail
- Ability to communicate with all levels of staff, technical and medical.
Trust Values
Essential
- Patients First
- Always Improving
- Working Together
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
