General Office Assistant

Job description

Job responsibilities

GENERAL OFFICE

1. Daily handling and counting of all cash and cheques in relation to restaurant takings, car parking, TEWV patients etc; including receipting, reconciling and preparing for banking.

2. Daily handling and receipting of cheques received via Finance Department in relation to invoices paid, prescriptions etc.

3. Daily handing of patients valuables, property and monies, e.g. receipting and returning to patient or representative, completing appropriate paperwork.

4. Attend Trusts own bank to deposit and collect cash.

5. Undertake duties associated with the handling of Death Certificates and liaise with the Medical staff, Mortuary Staff, Harrogate Registry Office, Coroners Officer, Undertaker and Relatives, as appropriate.

6. Arrange funerals for deceased patients in appropriate circumstances

7. Liaise with Wards, Chaplains, Mortuary, Undertaker and Parents in relation to the deaths of infants/children, assisting the parents with the arrangements of the funeral.

8. Day to day management of site wide car parking, including monitoring of violations, notifying staff of possible sanctions and advising the assistant security manager if sanctions are necessary.

9. Day to day management of the security ID system (i.e. ensuring only authorized signatories complete paperwork. Print/delete badges as appropriate both within HDFT and TEWV. Provide activity reports at the request of the Security & Healthcare Services Manager / Local Security Management Specialist. Fault finding on security ID system.

10. Maintain the security of General Office and ensure only authorized individuals are admitted.

11. Deal with room bookings for the Board Room, Atrium and the Farndale Meeting Room.

12. Record the details of lost property and valuables received from wards, departments, staff and public, and deal with the return and disposal of all items.

13. Provide cover for colleagues in their absence.

RECEPTION DESK

14. Deal with reception enquiries from patients and visitors

15. Validate car park tickets for members of the public who are entitled to them.

16. Receive external and internal mail

17. Receive specimens from the general public, GPs, Emergency Department etc

18. Receive flowers and patients equipment no longer required, and re-direct to appropriate ward/department.

19. Allocate duties to volunteers e.g. delivering of flowers and urgent medical notes to the wards

20. Distribute hearing aid batteries to the general public and keep adequate supplies obtained from the Audiology Department

21. Ensure specimens, case notes and x rays of an urgent nature are dealt with promptly

22. Supervise work experience students

23. Observe medical gas alarm panel and panic alarm and take appropriate action

24. Report faults to appropriate department

25. Security, issue and return of keys held in the key press. All keys must be signed for in the Key Record Book

26. Assist patients with telephone calls e.g. arranging taxis

27. Arrange portering of patients arriving, when requested

28. Deal with car parking difficulties and liaise with the Car Park Attendants

29. Receive lost property and forward to General Office

30. Act as point of contact for Police enquiries

31. Deal with patient enquiries from Switchboard

32. Contact the Bed Manager re Patient Admissions

33. Undertake any other duties that may be allocated by the Assistant Security Manager and Security & Healthcare Services Manager.

Person Specification

Administration

Essential

• Cash Handling
• Dealing with Public
• Confident with Microsoft office

Desirable

• Worked in an office environment
• NHS experience

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

Harrogate Integrated Facilities

Address

Harrogate and District NHS Foundation Trust

Lancaster Park Road

Harrogate

HG2 7SX

Employer's website

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