Admin & Facilities Assistant, Band 2

Job description

Job responsibilities

Reception Duties

- Greet and welcome visitors to the Offices between 9am and 5pm and inform the relevant member of staff of their arrival.

- Operate VWs switchboard from 9am 5pm; receiving and transferring telephone calls.

- Monitor and ensure that the reception area is kept clean and tidy with a professional image.

- Check and sign for deliveries, before informing the relevant member of staff of their arrival.

Post Duties

- To assist in the provision of a post room service of both incoming and outgoing mail.

- To distribute NHS secure stationery to NHS staff and ensure stock levels are maintained.

- To open and sort post, date stamping to show date received in building. To scan and upload to the relevant departments.

- To sort and dispatch creditor remits and cheques so that information arrives in a timely manner to coincide with payments reaching individual and company bank accounts.

- To sort and dispatch debtor invoices and statements in a timely manner.

- To carry out porter duties as required, including the receipt of goods into the building and the movement of goods and furniture around the building.

Office Duties

- Provide office supplies (Stationery & cleaning supplies) for staff and maintain adequate stocks; task includes ordering new supplies.

- Provide meeting room booking service.

Scanning and Filing Duties

- Scanning of Petty Cash dockets and receipts ready for payment processing.

- Provide a scanning service to the Shared Service Teams.

Building and Other Duties

- Provide support to the Admin and Facilities Manager and other members of the Team and contribute in other ways to the effective functioning of VW as required.

To assist Facilities Manager in:-

- Logging building issues with Estates Team via Micad.

- Provide office supplies (Stationery & cleaning supplies) for staff and maintain adequate stocks.

Person Specification

Qualifications/ Education

Essential

• Minimum of 5 GCSE at grade 4/C or above (including Maths and English)

Desirable

• NVQ Level 2 or equivalent knowledge and experience in relevant area

Experience, Skills and Knowledge

Essential

• Experience of Microsoft Office and other standard software (especially Outlook & Excel)
• Strong communication, both written and verbal
• Excellent organisational skills
• Accuracy and attention to detail

ADDITIONAL QUALITIES

Essential

• Be an effective team worker
• Adaptable and flexible with ability to switch tasks at short notice whilst maintaining accuracy

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.

Employer details

Employer name

Gloucestershire Hospitals NHS Foundation Trust

Address

Victoria Warehouse

The Docks

Gloucester

GL1 2EL

Employer's website

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