Security and Car Park Admin Supervisor

Job description

Job responsibilities

The post holder is the administration and financial support for the Trusts Security and Car Parks Manager and is effectively responsible for directing or actioning queries in their absence.

The post holder is required to manage and maintain the diary for the Trusts Security and Car Parks Manager.

Organise meetings with external contractors, suppliers and internal staff, ensuring the appropriate rooms are booked.

Arrange meetings; agree agendas and minute take at meetings with the Trusts Security and Car Parks Manager and prepare/distribute relevant information.

Action work on their own initiative and without direct supervision, and address queries that would otherwise have to be handed to the Trusts Security and Car Parks Manager.

Analyse discrepancies on invoices/credit notes and contact external companies to rectify errors, and process and approve appropriate credit note requests.

The post holder is required to achieve multiple tasks on a regular basis that require prolonged concentration to ensure effectiveness and accuracy of tasks. This applies to financial information processing, whilst handling constant interruptions from staff and external companies via phone calls, emails etc.

Work flexibly with the other staff to maintain an efficient service, especially in times of absence i.e. annual leave and sickness absence.

Manage own workload and work on own initiative and without direct supervision and address queries within their own area of experience and competence that would otherwise have to be handed to the Trusts Security and Car Parks Manager.

Facilitate the effective use of the Trusts Security and Car Parks Managers time by managing diary appointments and ensuring information required is available.

Communicate information to external contractors and other external Trusts senior personnel on behalf of the Trusts Security and Car Parks Manager. This information could be of a sensitive or complex nature.

Establish and maintain effective and efficient filing and bring forward system for the Trusts Security and Car Parks Manager.

Hold the office keys and opens up the offices/department on a daily basis and deal with staff, visitor and patients issues/queries.

Issue of correct information to inform the Security Parking Officers of any vehicle information required on a daily basis.

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 the Freckleton Street car park computer intercom system, for customer advice when entering and leaving Freckleton Street car park. This is a constant interruption.

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 upkeep 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 and car parking permits for the whole of the Trust staff.

Attend monthly Corporate Trust Inductions to produce ID badges and controlled access swipe cards and car parking fobs to new starters commencing with the Trust.

Attend twice yearly new Junior Doctors, Senior Doctors and Consultant inductions for ID badges and controlled access swipe cards and car parking fobs.

Responsible for generating reports on the Site Guard and Paxton Net 2 systems as requested by Managers.

Contact relevant external companies to report faulty alarms/batteries/barriers and cash machines throughout the Trust.

Resolve invoice queries with Suppliers, Contractors, SBS, and Procurement department on a daily basis.

Responsible for returns of goods and action accordingly on Oracle system.

Constant interruptions within a working day due to the Freckleton Street intercom and staff/visitors within the department.

Person Specification

Qualifications

Essential

• GCSE Maths and English or equivalent.
• RSA level 3 or equivalent in relevant discipline.

Desirable

• European Computer Driving Licence (ECDL) or ability to work at this level.
• NVQ Admin Level 1 or 2.
• Shorthand qualification.

Experience

Essential

• 2 years administration experience.
• Able to prioritise workload.
• Experience in working with sensitive and confidential information.
• Working within an office environment.

Desirable

• Knowledge of working within an Estates and Facilities environment.
• Experience of working within the NHS.

Skills

Essential

• Demonstrate organisational skills.
• Able to prioritise workload.
• Good multi-tasker.
• Demonstrate experience of using Word/Excel spreadsheets.
• Excellent communication skills.
• Ability to deal sensitively with confidential information.
• Ability to communicate in a clear and concise manner.
• Good organisation skills.
• Good telephone manner.
• Good time management.

Desirable

• Able to draft memo/letters.
• Intermediate Excel skills.

Knowledge

Essential

• Good general knowledge of Microsoft office and up to date knowledge and experience across the full range of activities.
• Knowledge of HR policies and procedures.
• Knowledge of SBS Oracle system and how to raise and receipt orders and deal with discrepancies.

Desirable

• Knowledge of NHS or Trust organisation.

Additional

Essential

• Able to work as part of a team and on own initiative.
• Ability to travel independently between hospital sites if required.
• Speak English to an appropriate standard relevant to their role, ie with confidence and accuracy, using correct sentence structures and vocabulary and without hesitation.

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.

Certificate of Sponsorship

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).

Employer details

Employer name

Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust

Address

Royal Albert Edward Infirmary

Wigan Lane

Wgan

WN1 2NN

Employer's website

http://www.wwl.nhs.uk/ (Opens in a new tab)