Job summary
Switchboard Operator, GMS Band A (Permanent position, 22.5 hours a week)
The post-holder will provide an efficient, confidential, and professional admin service to the Estates and Facilities team. The post-holder will be expected to work as part of an Administrative Support / Access Control Team and will report to the Administration Manager
Provide support to resolve any problems faced by the team and deal with enquires from users of the service.
Interact and direct external contractors who require work passes
There is an expectation that the post holder would adapt and be flexible to roles commensurate with the post holder level of skills, knowledge and experience to support the EFD team.
To undertake any training that is commensurate to the job role
Main duties of the job
- Communicate regularly with procurement, credit control and operational managers when dealing with queries and progress chasing related to invoices and orders, and record information.
- Good use of Administration systems which include, Harlequin, BackTraq, Smartstream, P2P
- Process banking, reconciliation of Trust Funds
- Ensure records are maintained in line with finical guidelines
- Undertake other appropriate duties as required.
- Produce Access Control Cards as per policy
- Maintain an accruals list and be able to analyse the information and support the financial accountant with month end information with any queries
- To maintain the office stationary stocks and maintain office equipment assets list ensuring the best use of resources.
About us
The GMS team is made up of a wide age group from different cultural backgrounds, we all enjoy the difference and experiences we have had, which all help in the working environment.
Working within the Estates and Facilities, we support all the teams which make up Gloucestershire Managed Services, we also support Gloucestershire Hospitals, which include Cheltenham General, Gloucester Royal, Stroud Maternity, and many of the more local community Hospitals.
Every day can be different to the next - both offices have a light atmosphere, with a serious undertone! We believe that the working atmosphere needs to be friendly and welcoming. On a daily basis we sign in contractors who operate around site, theses individuals we know on a first name basis, there like an extension of the Estates working family!
We offer discounted food across both sites, free hot drinks, lots of local companies offer discounts to NHS staff, of which GMS are included, plus nation wide, all substantive staff can apply for the "Blue light" card, which opens up a wide variety of discounts from food outlets, top high street names in clothing, shoes, perfumes to name a few!
Job description
Job responsibilities
The post-holder will provide an efficient, confidential, and professional admin service to the Facilities team. The post-holder will be expected to work as part of an Administrative Support Team and will report to the Administration Manager
Provide support to resolve any problems faced by the team and deal with enquires from users of the service.
There is an expectation that the post holder would adapt and be flexible to roles commensurate with the post holder level of skills, knowledge and experience to support the EFD team.
To undertake any training that is commensurate to the job role
This is an excellent career opportunity, offering the right candidate a diverse and demanding role requiring high levels of diplomacy, an ability to prioritise under own initiative and a flexible approach to the demands of the role.
PLAN AND ORGANISATION
- To arrange meetings, take minutes and notes, update action trackers and coordinate actions by chasing and reminders to key stakeholders. The post holder should take the initiative by following up on action to gain an early resolution.
- Plan absence meeting, prepare information including letters, and time lines and record actions taken, coordinate occupational health requests and reports, file ready for can meetings
COMMUNICATION AND WORKING RELATIONSHIPS
- Engaging positively and effectively with colleagues across the corporate and operational areas of the organisation.
- Ensuring an appropriate and effective information flow between the Board, Committees and Groups.
- Developing and maintaining effective working relationships with all levels of staff across the organisation.
EFFORT, SKILLS AND WORKING CONDITIONS
Physical skills
Use of Visual Display Unit (VDU) on a daily basis (Workstation assessments undertaken), may be sitting at a desk all day
Physical effort
The post holder may be sat at a computer or in meetings for prolonged periods of time. This is already likely to require frequent travel between sites.
Mental effort
Concentration required for writing reports, attending meetings, business planning
Emotional effort
Exposure due to staff and stakeholder managementDealing with sensitive and confidential information
Working conditions
The work pattern may be unpredictable due to interruptions. High levels of concentration are also required when completing payroll information.
Priorities can change during the day.
Person Specification
Essential
- English GCSE level C
- Maths GCSE level C
- NVQ level 3 and competence-based qualifications in business and administration working towards Level 4
- Experience of dealing with people, to maintain a high level of customer care
- Organisational Skills
- Able to use Microsoft office package
- Excellent communication skills (written & verbal)
- Displays an organised approach to work
- Be able to work as part of a team for GMS and as part of a wider team working with others
Job description
Job responsibilities
The post-holder will provide an efficient, confidential, and professional admin service to the Facilities team. The post-holder will be expected to work as part of an Administrative Support Team and will report to the Administration Manager
Provide support to resolve any problems faced by the team and deal with enquires from users of the service.
There is an expectation that the post holder would adapt and be flexible to roles commensurate with the post holder level of skills, knowledge and experience to support the EFD team.
To undertake any training that is commensurate to the job role
This is an excellent career opportunity, offering the right candidate a diverse and demanding role requiring high levels of diplomacy, an ability to prioritise under own initiative and a flexible approach to the demands of the role.
PLAN AND ORGANISATION
- To arrange meetings, take minutes and notes, update action trackers and coordinate actions by chasing and reminders to key stakeholders. The post holder should take the initiative by following up on action to gain an early resolution.
- Plan absence meeting, prepare information including letters, and time lines and record actions taken, coordinate occupational health requests and reports, file ready for can meetings
COMMUNICATION AND WORKING RELATIONSHIPS
- Engaging positively and effectively with colleagues across the corporate and operational areas of the organisation.
- Ensuring an appropriate and effective information flow between the Board, Committees and Groups.
- Developing and maintaining effective working relationships with all levels of staff across the organisation.
EFFORT, SKILLS AND WORKING CONDITIONS
Physical skills
Use of Visual Display Unit (VDU) on a daily basis (Workstation assessments undertaken), may be sitting at a desk all day
Physical effort
The post holder may be sat at a computer or in meetings for prolonged periods of time. This is already likely to require frequent travel between sites.
Mental effort
Concentration required for writing reports, attending meetings, business planning
Emotional effort
Exposure due to staff and stakeholder managementDealing with sensitive and confidential information
Working conditions
The work pattern may be unpredictable due to interruptions. High levels of concentration are also required when completing payroll information.
Priorities can change during the day.
Person Specification
Essential
- English GCSE level C
- Maths GCSE level C
- NVQ level 3 and competence-based qualifications in business and administration working towards Level 4
- Experience of dealing with people, to maintain a high level of customer care
- Organisational Skills
- Able to use Microsoft office package
- Excellent communication skills (written & verbal)
- Displays an organised approach to work
- Be able to work as part of a team for GMS and as part of a wider team working with others
Person Specification
Qualifications
Essential
- English GCSE level C. Maths GCSE level C
Desirable
- NVQ level 2 and competence-based qualifications in business and administration
Experience
Essential
- Experience of dealing with people, to maintain a high level of customer care
- Able to use Microsoft office package
- Excellent communication skills (written & verbal)
- Displays an organised approach to work
Knowledge/ Skills
Essential
- Administration Experience
- Attention to details
- Working to deadlines / Multi tasking
- Team Player
Person Specification
Qualifications
Essential
- English GCSE level C. Maths GCSE level C
Desirable
- NVQ level 2 and competence-based qualifications in business and administration
Experience
Essential
- Experience of dealing with people, to maintain a high level of customer care
- Able to use Microsoft office package
- Excellent communication skills (written & verbal)
- Displays an organised approach to work
Knowledge/ Skills
Essential
- Administration Experience
- Attention to details
- Working to deadlines / Multi tasking
- Team Player
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.
