Job summary
Posts & hours:Transport AdministratorBased at: SSL Hub B6 7JJ (From time to time you may be required to work outside of your area of responsibility and at an alternative location)Hours: 37.5 hours (Mon-Fri)Salary: £23502.96-£25058 FTE
At SSL we rely on diversity to deliver on our goals. We actively encourage applications from talented and qualified individuals from all walks of life regardless of race, gender, marital status, national origin, religion, sexual orientation, disability or age.
Disclosure
All roles will be subject to a successful disclosure at an appropriate level from the Disclosure and Barring Service (DBS), satisfactory reference check, qualifications' check, occupational health check and mandatory training prior to commencement of employment.
Main duties of the job
To provide a comprehensive and effective administrative support service to the Transport Department, this includes the operation of a virtual helpdesk.
To be overseen by the Transport & Logistics Co Ordinator.
Additional Responsibilities:
- Advanced knowledge and experience of Microsoft office systems.
- Previous experience of warehouse management systems.
- Previous experience of NHS Foundry.
- Previous Experience of NHS Supply chain.
- Previous Experience of Integra.
- Proven track record with dealing with customers and suppliers.
About us
At SSL, we work in partnership with Birmingham and Solihull Mental Health Foundation Trust (BSMHFT), to deliver facilities management, transport and other support services to over 50 sites across the West Midlands. Our team keeps expanding and since our establishment, in 2012, we have grown rapidly though the acquisition of new sites and services. At SSL we take pride in our focus to support and contribute to the Trust's aim which is to help people get better and challenge the stigma associated with mental illness.
Sustainability - All staff are expected to support SSL in meeting our 'Green' objectives, being responsible and considerate with regards to all 'resources' used and acting to minimise waste (e.g., products purchased, miles travelled, or power used). SSL is mandated to meet national carbon net zero targets and is being performance managed towards that achievement. Every member of staff wishing to work for SSL is expected to contribute to a greener and more sustainable organisation.
The health and safety of our staff is our top priority. We partner with our occupational health provider to check/offer vaccinations for Hepatitis B, Tetanus, Polio, Diphtheria, Measles, Mumps, and rubella (MMR) Varicella, Bacillus Calmette-Gurin (BCG) in line with recommended best practices for healthcare settings
For more information visit:www.ssl-delivermore.com
To check all our vacancies visit:https://https://bit.ly/ssljobspage
Job description
Job responsibilities
Key Responsibilities:
- Undertake all administrative duties. To include the production of letters, databases and spreadsheets and reports etc.
- Undertake general office duties, such as filing (electronic and hard copies), photocopying to a high standard, sending and receiving emails etc.
- Receiving incoming telephone calls/enquiries, taking messages and directing as appropriate in a timely and effective manner as required.
- Issuing and balancing petty cash in line with SFIs and Finance Processes.
- Processing of invoices in line with SFIs and Finance Processes.
- Maintaining stock, obtaining quotations and placing orders with a wide range of suppliers via multiple routes.
- Reporting and issuing reactive work requests via multiple computer systems.
- Maintain electronic diaries for the Team as required.
- To arrange meetings, distribute any associated paperwork relevant to meetings and to make room bookings and hospitality available where required.
- To attend meetings as required, taking notes/minutes/action points. Typing these and distributing within a timely manner.
- To collect and collate routine data and input daily, weekly or monthly to designated reports/spreadsheets.
- To chase up when requested, relevant data via email, telephone or in person.
- Disseminating team wide communications and to maintain information boards with up to date and relevant information.
- To help produce monthly and quarterly dashboard reports as requested in the formats designated by the team managers.
- To help to maintain and contribute to producing data for statutory returns for the Department.
- To help develop and maintain effective filing, retrieval and bring forward systems for the department.
- To help undertake and collate responses and produce reports for department surveys/audits.
- To communicate effectively with a wide range of personnel at all levels to ensure a cohesive workflow and customer service.
- To maintain good working relationships with the team
- To undertake any other administrative, clerical or secretarial duties applicable within the nature and grade of the post.
- Set up and maintain the schedules for inspections
- To receive deliveries on behalf of the department.
- To cross cover for other administrators across the service as and when required.
- To support the request/production of ID cards.
Training and Development
- On the job training will be given for all aspects of the job.
- To participate in SSLs annual development process, and to help identify own training and development needs.
- To have Regular Management Supervision (RMSs) sessions and 1 to 1s Bi-monthly.
- To attend statutory and mandatory training as required or undertake via the e-learning system.
- To undertake any appropriate training associated to the job which may be considered applicable
- All employees must comply with all SSL and the relevant BSMHFT Policies and Procedures.
- Confidentiality must be maintained at all times in accordance with GDPR
- To ensure that they contribute and work towards the service/organisational aims and objectives.
- As an individual is required to respect and promote issues of equality, diversity and rights in accordance with good practice and legislation.
Job description
Job responsibilities
Key Responsibilities:
- Undertake all administrative duties. To include the production of letters, databases and spreadsheets and reports etc.
- Undertake general office duties, such as filing (electronic and hard copies), photocopying to a high standard, sending and receiving emails etc.
- Receiving incoming telephone calls/enquiries, taking messages and directing as appropriate in a timely and effective manner as required.
- Issuing and balancing petty cash in line with SFIs and Finance Processes.
- Processing of invoices in line with SFIs and Finance Processes.
- Maintaining stock, obtaining quotations and placing orders with a wide range of suppliers via multiple routes.
- Reporting and issuing reactive work requests via multiple computer systems.
- Maintain electronic diaries for the Team as required.
- To arrange meetings, distribute any associated paperwork relevant to meetings and to make room bookings and hospitality available where required.
- To attend meetings as required, taking notes/minutes/action points. Typing these and distributing within a timely manner.
- To collect and collate routine data and input daily, weekly or monthly to designated reports/spreadsheets.
- To chase up when requested, relevant data via email, telephone or in person.
- Disseminating team wide communications and to maintain information boards with up to date and relevant information.
- To help produce monthly and quarterly dashboard reports as requested in the formats designated by the team managers.
- To help to maintain and contribute to producing data for statutory returns for the Department.
- To help develop and maintain effective filing, retrieval and bring forward systems for the department.
- To help undertake and collate responses and produce reports for department surveys/audits.
- To communicate effectively with a wide range of personnel at all levels to ensure a cohesive workflow and customer service.
- To maintain good working relationships with the team
- To undertake any other administrative, clerical or secretarial duties applicable within the nature and grade of the post.
- Set up and maintain the schedules for inspections
- To receive deliveries on behalf of the department.
- To cross cover for other administrators across the service as and when required.
- To support the request/production of ID cards.
Training and Development
- On the job training will be given for all aspects of the job.
- To participate in SSLs annual development process, and to help identify own training and development needs.
- To have Regular Management Supervision (RMSs) sessions and 1 to 1s Bi-monthly.
- To attend statutory and mandatory training as required or undertake via the e-learning system.
- To undertake any appropriate training associated to the job which may be considered applicable
- All employees must comply with all SSL and the relevant BSMHFT Policies and Procedures.
- Confidentiality must be maintained at all times in accordance with GDPR
- To ensure that they contribute and work towards the service/organisational aims and objectives.
- As an individual is required to respect and promote issues of equality, diversity and rights in accordance with good practice and legislation.
Person Specification
Qualifications
Essential
- NVQ Business administration level 2, RSA3 and/or previous experience of secretarial/administrative work at a similar level
Desirable
- NVQ Business administration level 3, ECDL, Customer Care Training.
Knowledge and Experience
Essential
- Evidence of working within an office environment. Ability to work well under pressure and manage multiple tasks simultaneously. Ability to work standalone. Ability to plan, organise own workload, work under pressure and meet tight deadlines. Good telephone manner and ability to take telephone messages accurately. Ability to undertake the taking of notes/minutes of meetings.
Desirable
- Previous experience of working in NHS/Healthcare environment. Knowledge of Facilities functions (Combined Estates and Hotel Services/Catering).
Skills
Essential
- Competent use to Microsoft Office Skills. Ability to use other IT packages. Good numeracy skills.
Personal Qualities
Essential
- Ability to communicate effectively at all levels (internally and externally). Motivated to work independently with minimal supervision. To communicate clearly and concisely both verbally and in writing. Professional, courteous, reliable, honest and enthusiastic. Able to maintain strict confidentiality. Work well within a team.
Other
Essential
- Ability to work flexibly. Ability to travel/work between sites. Ability to problem solve.
Person Specification
Qualifications
Essential
- NVQ Business administration level 2, RSA3 and/or previous experience of secretarial/administrative work at a similar level
Desirable
- NVQ Business administration level 3, ECDL, Customer Care Training.
Knowledge and Experience
Essential
- Evidence of working within an office environment. Ability to work well under pressure and manage multiple tasks simultaneously. Ability to work standalone. Ability to plan, organise own workload, work under pressure and meet tight deadlines. Good telephone manner and ability to take telephone messages accurately. Ability to undertake the taking of notes/minutes of meetings.
Desirable
- Previous experience of working in NHS/Healthcare environment. Knowledge of Facilities functions (Combined Estates and Hotel Services/Catering).
Skills
Essential
- Competent use to Microsoft Office Skills. Ability to use other IT packages. Good numeracy skills.
Personal Qualities
Essential
- Ability to communicate effectively at all levels (internally and externally). Motivated to work independently with minimal supervision. To communicate clearly and concisely both verbally and in writing. Professional, courteous, reliable, honest and enthusiastic. Able to maintain strict confidentiality. Work well within a team.
Other
Essential
- Ability to work flexibly. Ability to travel/work between sites. Ability to problem solve.
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.
