Administrative Assistant

Job description

Job responsibilities

The post holder will provide a broad range of administrative support to the Facilities Manager and the Facilities team. They will also provide first line support to internal customers, assisting them with reporting and monitoring planned and reactive maintenance activities.

Key duties & responsibilities

Facilities and Health and Safety:

To carry out the necessary wordprocessing, database, and spreadsheet creation, editing and filing, ensuring accurate record keeping for the Facilities Department.

To be responsible for logging all facilities helpdesk enquiries (telephone and email) from inception to completion, including liaising with all departments, contractors, and suppliers.

Ensure that financial procedures are followed in requesting quotes, raising purchase orders, receipting goods and services and supporting the Facilities Manager in monitoring spend against budget.

To maintain a high degree of customer service for all support queries, respond to enquiries from customers and help to resolve Facilities issues.

Coordinate and maintain the Facilities helpdesk using the relevant maintenance software systems.

Produce regular and ad hoc reports for the Facilities Manager and Health & Safety Lead.

To manage and maintain the approved list of contractors Health & Safety file (Public Liability Insurance, Health & Safety Records, CSCS Cards and Tax certificates)

Support the Facilities Manager in liaising with other teams across the Hospice to identify their needs

To participate in relevant and appropriate training and development as required.

Contractors:

Maintaining up to date records for all contractors.

Training:

To support the Facilities Manager in monitoring training compliance across the Facilities team.

General:

To provide advice on policies and procedures to employees and managers, where appropriate.

To provide general administrative support to the Health and Safety Lead.

To take minutes at meetings as required.

Any other duty commensurate with the post, as directed by the Facilities Manager.

Other Responsibilities:

To act as an ambassador of the Hospice, maintaining honesty, integrity and trustworthiness at all times.

The post holder will ensure that they are aware of and apply health and safety and fire precautions across the practice.

The post holder will be flexible in terms of working hours in order to meet service needs.

The post holder will support the Hospice as required, across the range of his/her duties as appropriate within the grading of this post. In the context of rapid and ongoing change within the Hospice, the above responsibilities represent the current priorities and requirements for the post. These priorities will develop and evolve over time. Any significant changes will be the subject of full communication and consultation with the post holder.

Learning and Development

To be responsible for the self - development of skills and competencies through participation in learning and development activities, and to maintain up to date technical and professional knowledge relevant to the post including but not limited to, the mandatory training requirements of the Hospice.

Safeguarding

Barnsley Hospice has a safeguarding policy for both adults and children and is committed to the safeguarding of adults, children and young people including those who are staff or volunteers. All employees/ volunteers have a responsibility to meet the statutory requirements to safeguard and promote the welfare of both adults and children/ young people to ensure that they come to no harm and to raise any concerns regarding safeguarding. All employees/ volunteers will be fully supported in raising any safeguarding concerns. All employees must be aware of Hospice policies in relation to safeguarding and must adhere to them at all times.

Infection Prevention and Control

Infection Prevention and Control is the responsibility of all Barnsley Hospice staff.

All staff have a responsibility to protect patients, visitors, volunteers and employees against the risk of acquiring health care associated infections by consistently observing Barnsley Hospice Infection Prevention and Control Policies and procedures and best practice guidance in order to maintain high standards of Infection Prevention and Control.

Equality and Diversity

It is the responsibility of every member of staff and volunteer to understand the equality and diversity commitments and statutory obligations under the Equality Act 2010 and to act in ways that support equality and diversity and recognise the importance of peoples rights in accordance with legislation, policies, procedures and good practice. All employees and volunteers must value and treat everyone with dignity and respect, giving consideration without prejudice, respecting diversity and recognising peoples expressed beliefs, preferences and choices. As such staff must recognise and report any behaviour that undermines equality under Hospice policy.

Finance

Promote efficiency, demonstrate cost-effectiveness and embed a culture of value-for-money and return on investment.

Health and safety (including fire safety)

Employees and volunteers must act in accordance with the Health & Safety at Work Act 1974, and subsequent legislation, under which they must take reasonable care to avoid injury to themselves and to others who may be affected by their work activities. They are required to co-operate with the hospice in meeting statutory requirements. They must not intentionally or recklessly interfere with, or misuse anything that is provided in the interest of the health, safety and welfare of staff, patients and the general public.

Person Specification

Experience

Essential

• Providing administrative support
• Engaging with stakeholders both within and external to an organisation
• Organising meetings and events and the associated logistics
• Customer service experience

Desirable

• Experience working in as part of a Facilities team

Qualifications

Essential

• Level 2 Maths and English - GCSE
• Computer literate with MS applications. Excellent working knowledge of Microsoft Office programmes
• Driving Licence

Desirable

• Educated to A Level / NVQ Level 3 qualification or equivalent relevant 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.

Employer details

Employer name

Barnsley Hospice

Address

104-106 Church Street

Gawber

Barnsley

S75 2RL

Employer's website

https://www.barnsleyhospice.org/ (Opens in a new tab)