Job summary
To operate the Directorate's Helpdesk Service, receiving inquiries from internal customers, relaying faults, defects, urgent and non-urgent requests via the Helpdesk database to the Estates Department maintaining a computer-based system. In addition, provide comprehensive administrative support whilst acting as a focal point for enquires from internal and external customers.
Main duties of the job
- To act as the first point of contact to the Estates and Facilities Department for all enquiries, responding in a professional manner whilst maintaining a high standard of customer-focus
- To ensure that all non-urgent and urgent maintenance requests are processed as soon as practicable and are responded to in a courteous and professional manner.
- To manage the Helpdesk Service taking full account of its importance to internal customers.
- To assist with the booking of the pool cars
- To deal with Oyster card administration and queries for Trust staff
- To undertake any administration project work as directed by the Directorate Facilities Support Manager.
- To maintain effective communication between team members.
- To take clear and precise telephone messages and relay to the appropriate team member.
About us
Whittington Health serves a richly diverse population and works hard to ensure that all our services are fair and equally accessible to everyone. Nowhere is this more obvious than in the way we look after our staff. We aim to employ a workforce which is as representative as possible of this population, so we are open to the value of differences in age, disability, gender, marital status, pregnancy and maternity, race, sexual orientation, and religion or belief. The Trustbelieves that as a public sector organisation we have an obligation to have recruitment, training, promotion and other formal employment policies and procedures that are sensitive to these differences. We think that by doing so, we are better able to treat our patients as well as being a better place to work.
Job description
Job responsibilities
Other duties will include (as and when necessary)
- To assist in the opening of correspondence, collating, sifting, and forwarding onto the relevant Facilities Managers.
- Inputting and tracking of requisitions onto the Trusts purchasing database as and when requested.
- To provide on demand travel advise for staff, visitors and patients to the Trust as requested by phone or e-mail as part of the Trust travel and information service.
- To assist in the delivery of the Trusts Travel Plan.
- To assist in the regular inputting of Incident Reporting Forms using the Trusts Accident and Incident reporting database, Datix.
- Processing and issuing of car parking applications, providing information regarding the trusts car parking. Liaising with the contracted parking staff as appropriate.
- Assisting with the issuing of the Health Emergency Badges (HEB) and updating of the HEB database.
- To assist in the booking of Trust pool cars to authorised staff, including the registration of staff onto the pool car database and ensuring that all Trust vehicle drivers are compliant with the Trusts transport policy.
- To take minutes during meetings, and / or transcribe audio minutes in a timely manner for review by relevant Facilities Managers.
- Other duties appropriate to the grade may be required of the post-holder. Such duties will be discussed with the post-holder and the Directorate Facilities Support Manager.
Job description
Job responsibilities
Other duties will include (as and when necessary)
- To assist in the opening of correspondence, collating, sifting, and forwarding onto the relevant Facilities Managers.
- Inputting and tracking of requisitions onto the Trusts purchasing database as and when requested.
- To provide on demand travel advise for staff, visitors and patients to the Trust as requested by phone or e-mail as part of the Trust travel and information service.
- To assist in the delivery of the Trusts Travel Plan.
- To assist in the regular inputting of Incident Reporting Forms using the Trusts Accident and Incident reporting database, Datix.
- Processing and issuing of car parking applications, providing information regarding the trusts car parking. Liaising with the contracted parking staff as appropriate.
- Assisting with the issuing of the Health Emergency Badges (HEB) and updating of the HEB database.
- To assist in the booking of Trust pool cars to authorised staff, including the registration of staff onto the pool car database and ensuring that all Trust vehicle drivers are compliant with the Trusts transport policy.
- To take minutes during meetings, and / or transcribe audio minutes in a timely manner for review by relevant Facilities Managers.
- Other duties appropriate to the grade may be required of the post-holder. Such duties will be discussed with the post-holder and the Directorate Facilities Support Manager.
Person Specification
Education / Qualifications
Essential
Desirable
- An English language qualification, GCSE or equivalent
Knowledge & Experience
Essential
- Knowledge of filing / office systems
- Evidence of clerical experience
Desirable
- Previous knowledge of NHS / how NHS operates
- Experience of minute taking / transcribing audio minutes
Personal Qualities
Essential
- Organised and methodical in their approach to their work
- Good telephone manner
- Ability to build up good working relationships with staff at all levels
- Excellent team working skills
Desirable
- Good customer service skills
Person Specification
Education / Qualifications
Essential
Desirable
- An English language qualification, GCSE or equivalent
Knowledge & Experience
Essential
- Knowledge of filing / office systems
- Evidence of clerical experience
Desirable
- Previous knowledge of NHS / how NHS operates
- Experience of minute taking / transcribing audio minutes
Personal Qualities
Essential
- Organised and methodical in their approach to their work
- Good telephone manner
- Ability to build up good working relationships with staff at all levels
- Excellent team working skills
Desirable
- Good customer service skills
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.
