Job summary
A new and exciting opportunity has arisen to join the Digital Services Asset Management team as a Digital Asset Administration Assistant.
The Digital Asset team administers the management of the Trust IT hardware and software assets through its entire life cycle.
The post holder will be required to provide comprehensive support to the Digital Asset Team and act as the first point of contact for all Digital Asset enquiries.
We are looking for a friendly, motivated and enthusiastic individual who is passionate to deliver high quality, customer focussed administrative support and contribute to its ongoing development.
Experience of delivering administration and first class customer support within a busy service environment, with the ability to manage own time and prioritise workloads effectively, would be advantageous.
This role is 12 months fixed-term contract, working 37.5 hours per week, Monday to Friday from 08.30am to 17.00pm with a requirement to be flexible depending on service needs.
Main duties of the job
The Digital Services Department is responsible for the provision and support of electronic information systems for the Trust and local external NHS organisations.
The post holder will be a member of the Digital Assets Team and will be required to provide comprehensive support to the Digital Asset Team.
Act as the first point of contact for all non-technical/technical digital asset delivery enquiries.
Be responsible for the digital asset database and pull reports from these databases and the Service Desk application.
Be responsible for the co-ordination of all digital asset documentation and standard operating procedures (SOPs).
Provide ad hoc end user advice as and when required.
About us
We provide care and support to over a million people in
Wakefield and Kirklees in their homes, community settings and across our
three hospital sites at Pontefract, Dewsbury and Pinderfields (Wakefield).
Always striving for excellence, we are at the forefront of
innovation and research, and we invest in teaching and the development of our
workforce.
We live by our values of caring, improving, being respectful
and maintaining high standards. We listen and learn because we aim to make Mid
Yorkshire the best place to work and receive care.
We value diversity and welcome talent and enthusiasm
irrespective of age, disability, neurodivergence, sex, gender identity and
gender expression, race or ethnicity, religion or belief, sexual orientation,
or other personal circumstances including providing unpaid carers support to
someone with a health and care need. As ethnic minority groups, members of the
LGBTQ+ community, and people with a disability/neurodivergence are currently
under-represented across the organisation, we encourage applications from
members of these groups. We have policies and procedures to ensure all
applicants are treated fairly and consistently.
We are proud of our staff networks - who offer valuable
guidance and feedback from those with lived experience.
We have a clear vision and you could be part of this! If
you share our values and you want to make a difference to the lives of our
patients and their families and carers, we would love to hear from you.
Job description
Job responsibilities
Key Responsibilities
- Responsibility for the digital asset database. The post holder will be required to provide regular and ad hoc reports on requests from these databases and also the Service Desk application.
- Provide comprehensive administrative support to the Digital Asset Manager/Team Leader/Team.
- Respond to users who have logged Service Desk calls; resolve issues in a timely manner, escalating to other teams where necessary, ensuring a high level of customer service at all times.
- Be responsible for the creation of system documentation, updating technical user guides in line with system or working practice changes and assist in the QA and version control processes.
- The post holder will possess a thorough knowledge of local Service Desk procedures and assist with quality assurance of Service Desk calls.
- Be able to work effectively as part of a team to ensure an efficient service is delivered.
- Assist the Digital Asset Team Leader/team with the co-ordination of end-user questionnaires, e.g., system needs, analysis and collate responses using an appropriate mechanism.
- Monitoring, checking and recording of incoming asset requisitions from Trust staff, use of NEP financial system to obtain approval and purchase order numbers for IT records and the receipt and recording of incoming IT assets where necessary.
- Arrange any installation/delivery requirements of goods ordered with the Digital Asset Team Leader.
- Ordering of equipment for Digital Department within the NEP system
- Issue IT/Telecoms equipment from stock and arrange monthly recharge with Finance Department
- Co-ordinating Trust PC replacement upgrade programme, liaising with Project Managers, departmental managers, end users and Assets Team to ensure rollout can be planned and carried out within an agreed timeframe keeping disruption of departments to a minimum and up to date records with relevant information.
- Communicate with all levels of staff across the organisation.
- Exchange and receive confidential and sensitive information in accordance with Trust policies and procedures.
- Work as an integral member of the Digital Asset Team and also the wider Digital Services teams.
- High level of computer usage, use of VDU more or less continuously.
- Ensure driver assessment is completed by new staff where required and that Driving licence information for staff required to drive departmental vehicle is kept up to date.
- Record and submit internal inductions for new members of Digital Asset Team.
- Run scheduled and ad hoc audit reports for Senior Management Team.
- Manages own workload and works independently and unsupervised but seeks advice from the Digital Asset Manager/Team Leader / Asset Team, and other Teams as required.
- Ability to work under pressure and meet conflicting deadlines and targets.
- Flexible, well organised and self-motivated
- Ability to deal with conflicting workloads.
- Maintain stock control and order supplies for the team.
- Receive and take messages both electronically and verbally.
- Provide telephone cover for the Digital Asset team and also other areas of IT Services as required.
- The post holder will be expected to work within the policies and procedures adopted by the Digital Services Department and will be expected to contribute to service improvement discussions.
- The post holders will be expected to have excellent organisational and time management skills, able to work accurately under pressure to meet deadlines and to prioritise workloads.
- The post holder will be expected to demonstrate a commitment to their own personal development.
- The post holder is required to have excellent communication skills, both written and verbal and will be expected to communicate with staff at all levels within the organisation.
- The post holder will also be required to take minutes/notes of meetings and convey any actions required.
- Take an active involvement in marketing the Digital Services Department.
Job description
Job responsibilities
Key Responsibilities
- Responsibility for the digital asset database. The post holder will be required to provide regular and ad hoc reports on requests from these databases and also the Service Desk application.
- Provide comprehensive administrative support to the Digital Asset Manager/Team Leader/Team.
- Respond to users who have logged Service Desk calls; resolve issues in a timely manner, escalating to other teams where necessary, ensuring a high level of customer service at all times.
- Be responsible for the creation of system documentation, updating technical user guides in line with system or working practice changes and assist in the QA and version control processes.
- The post holder will possess a thorough knowledge of local Service Desk procedures and assist with quality assurance of Service Desk calls.
- Be able to work effectively as part of a team to ensure an efficient service is delivered.
- Assist the Digital Asset Team Leader/team with the co-ordination of end-user questionnaires, e.g., system needs, analysis and collate responses using an appropriate mechanism.
- Monitoring, checking and recording of incoming asset requisitions from Trust staff, use of NEP financial system to obtain approval and purchase order numbers for IT records and the receipt and recording of incoming IT assets where necessary.
- Arrange any installation/delivery requirements of goods ordered with the Digital Asset Team Leader.
- Ordering of equipment for Digital Department within the NEP system
- Issue IT/Telecoms equipment from stock and arrange monthly recharge with Finance Department
- Co-ordinating Trust PC replacement upgrade programme, liaising with Project Managers, departmental managers, end users and Assets Team to ensure rollout can be planned and carried out within an agreed timeframe keeping disruption of departments to a minimum and up to date records with relevant information.
- Communicate with all levels of staff across the organisation.
- Exchange and receive confidential and sensitive information in accordance with Trust policies and procedures.
- Work as an integral member of the Digital Asset Team and also the wider Digital Services teams.
- High level of computer usage, use of VDU more or less continuously.
- Ensure driver assessment is completed by new staff where required and that Driving licence information for staff required to drive departmental vehicle is kept up to date.
- Record and submit internal inductions for new members of Digital Asset Team.
- Run scheduled and ad hoc audit reports for Senior Management Team.
- Manages own workload and works independently and unsupervised but seeks advice from the Digital Asset Manager/Team Leader / Asset Team, and other Teams as required.
- Ability to work under pressure and meet conflicting deadlines and targets.
- Flexible, well organised and self-motivated
- Ability to deal with conflicting workloads.
- Maintain stock control and order supplies for the team.
- Receive and take messages both electronically and verbally.
- Provide telephone cover for the Digital Asset team and also other areas of IT Services as required.
- The post holder will be expected to work within the policies and procedures adopted by the Digital Services Department and will be expected to contribute to service improvement discussions.
- The post holders will be expected to have excellent organisational and time management skills, able to work accurately under pressure to meet deadlines and to prioritise workloads.
- The post holder will be expected to demonstrate a commitment to their own personal development.
- The post holder is required to have excellent communication skills, both written and verbal and will be expected to communicate with staff at all levels within the organisation.
- The post holder will also be required to take minutes/notes of meetings and convey any actions required.
- Take an active involvement in marketing the Digital Services Department.
Person Specification
Qualifications
Essential
- NVQ 3 or equivalent in Business.
- Administration qualification (or equivalent experience)
Personal Attributes
Essential
- Excellent telephone manner and able to take responsibility for resolving enquiries as appropriate.
- Ability to work to deadlines, under pressure and also as part of a team.
- An understanding of confidentiality and IT Security.
Experience
Essential
- Experience of Microsoft Office applications in particular Excel.
- Experience of dealing with staff at all levels in the organisation.
- Working in a busy support environment.
- Experience of using SharePoint.
- Experience of taking minutes and notes of meetings.
Desirable
- Use of Active Directory.
- Experience of Call Logging system.
Skills and Abilities
Essential
- Advanced keyboard skills.
- Excellent communication skills both written and verbal.
- Highly developed administrative skills
- Flexibility and able to adapt to change.
- Ability to absorb new information and pass it on to others.
- Ability to analyse and interpret technical information.
- Develop and maintain positive working relationships.
- Work with demanding workloads and prioritise tasks.
- Maintain a safe working environment for self and others.
- Ability to work unsupervised or as part of a Team.
- Willingness to take on tasks.
Desirable
- Ability to learn and develop skills further
Knowledge and Awareness
Essential
- Understanding and knowledge of Calidicott/Data Protection Act.
- Awareness of own limitations.
- Awareness of good customer service.
Desirable
- Knowledge of Trust Policies and Procedures.
- Awareness of Health & Safety issues.
- Awareness of moving & Handling issues.
Other
Essential
- Ability to satisfy Occupational Health Screening.
- Adaptable and flexible according to the demands of the service.
- An understanding of confidentiality and IT Security.
Person Specification
Qualifications
Essential
- NVQ 3 or equivalent in Business.
- Administration qualification (or equivalent experience)
Personal Attributes
Essential
- Excellent telephone manner and able to take responsibility for resolving enquiries as appropriate.
- Ability to work to deadlines, under pressure and also as part of a team.
- An understanding of confidentiality and IT Security.
Experience
Essential
- Experience of Microsoft Office applications in particular Excel.
- Experience of dealing with staff at all levels in the organisation.
- Working in a busy support environment.
- Experience of using SharePoint.
- Experience of taking minutes and notes of meetings.
Desirable
- Use of Active Directory.
- Experience of Call Logging system.
Skills and Abilities
Essential
- Advanced keyboard skills.
- Excellent communication skills both written and verbal.
- Highly developed administrative skills
- Flexibility and able to adapt to change.
- Ability to absorb new information and pass it on to others.
- Ability to analyse and interpret technical information.
- Develop and maintain positive working relationships.
- Work with demanding workloads and prioritise tasks.
- Maintain a safe working environment for self and others.
- Ability to work unsupervised or as part of a Team.
- Willingness to take on tasks.
Desirable
- Ability to learn and develop skills further
Knowledge and Awareness
Essential
- Understanding and knowledge of Calidicott/Data Protection Act.
- Awareness of own limitations.
- Awareness of good customer service.
Desirable
- Knowledge of Trust Policies and Procedures.
- Awareness of Health & Safety issues.
- Awareness of moving & Handling issues.
Other
Essential
- Ability to satisfy Occupational Health Screening.
- Adaptable and flexible according to the demands of the service.
- An understanding of confidentiality and IT Security.
Additional information
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).
