Job responsibilities
2. Job Purpose
- To provide generic support services within
the Front of House Management Team.
- To act as a first point of contact for all
stakeholders.
- To provide support for any agreed work
programmes managed from the Customer Care & Facilities Management
Department.
- To support the Front of House Management
Team in the timely production of reports, and maintaining all data as
requested.
3. Dimensions
4. Key Result Areas
General
Providing a welcoming and responsive first point of
contact for all stakeholders whether in person or via the telephone,
responding to messages, taking messages that provide sufficient basis for
further action, contacting outside agencies/ clients to cancel or make
appointments and on a face to face basis for visitors.
Provide clerical and administrative support to the
team.
Ensure accurate and timely record keeping and filing.
Support the production of business plans, service specifications,
reports etc. as requested.
Co-ordinate planned and reactive maintenance across
all managed properties ensuring the sites remains fully operational.
Provide support for the management of site appearance
and to promote the corporate image
Liaise with suppliers for estates related issues in a
professional and efficient manner.
Assist with co-ordinating office moves, including
identifying and purchasing of relevant office equipment e.g. furniture/
equipment ensuring business continuity.
Provide support for the management of the Customer
Liaison post to include data entry.
Attend meetings as required on behalf of the team.
To assist with the implementation of any changes in
legislation which affect the day-to-day operational management of the estate
function.
Assist with various projects as directed by the line
manager ensuring effective communications at all times with stakeholders.
To work with suppliers to ensure all orders are
placed and delivered in line with procurement policies.
Provide cover for Hollyfield House Reception and Post
Room as required.
Participate in the Staff Appraisal System.
Additional
Duties
Record staff sickness levels for the Department and
escalate as required
Monitor, process and code invoices, ensuring any
recharges are made. Ensure all
processes for invoices are followed through, including maintaining the
computerised system to store relevant information.
Monitor all aspects of telephony across the
organisation sites (mobile and landline phones).
Raise purchase orders as required for the
team.
Obtain quotes as required via approved contractors
register
Establish Product Appraisal Groups to review and
ensure product lines meet demand and best value e.g. Printed Stationary
Monitor all aspects of office equipment provision
within the organisation
Arrange recharging as appropriate for use of any
equipment.
Assist in the management of owned/leased transport
vehicles, arranging insurance renewals, breakdown services contract,
checking of driver details for authorised users, servicing of vehicles and
the equipment within and ensuring tax discs, blue badges and petrol cards
are applied for and issued in accordance with policy.
Provide services for the issuing of ID cards and
ensuring all relevant information is provided and checked. Ensure accurate records are kept and
filed electronically. Provide reports
as requested by the Front of House Management Team.
Provide a full uniform ordering service for staff.
Check deliveries and highlight any discrepancies, authorise invoices as
required. Maintain individual staff records of uniform issued and procedures
for returns of uniform.
Ensure all annual leave for the team is processed
accordingly and authorised by line manager, providing cover when
required. Maintain a leave database.
Support/ assist with the clerical bank recruitment
as required.
Process the Monthly bank administrators hours
spreadsheet for the department ensuring accurate data is recorded for
payment.
Complete the quarterly Department of Health returns
for free vitamins issued by the Health Centres/Clinics. Record free
vitamins issued and sold making payment to Management Accounts for cash
received.
Manage the day to day operations of the Home Loan
Equipment Service for the organisation.
Liaise with staff, Contracts Manager and external agencies in the
provision of healthcare equipment prescribed by the nursing services into
the community/wards. Monitor usage
of equipment and relevant trends to identify best value.
Effectively deal with day to day queries for other
staff members within the team, during their absence as necessary.
Communication
and working relationships
Internal and
External Stakeholders e.g.
Board Lead Front of house
Facilities and Contracts Manager
Complaints Manager
All staff, patient, contractors,
GP Practice teams
5. General Accountability
Health and Safety: to have responsibility for the
health, safety and welfare of self and others and to comply at all times with
the requirements of health and safety regulations.
Confidentiality: to ensure confidentiality at all times, only releasing
confidential information obtained during the course of employment to those
acting in an official capacity.
Equal Opportunities, Alcohol
& Non-Smoking: to comply with the Trusts policies on equal opportunities,
the consumption of alcohol and non-smoking.
Infection Control
All
staff members have a responsibility to themselves, patients, service
users, visitors and other staff to maintain high standards of Infection
Prevention and Control and follow the agreed company policies and procedures.
Safeguarding
All
staff members have a responsibility to
themselves, patients, service users and other staff in
ensuring the effective Safeguarding of Children and Adults and must follow
the agreed company policies and procedures.
Data Protection Act: to comply with the requirements
of the Data Protection Act.
Conflict of Interest: to comply with the organisations code/policy relating to
business conduct and/or conflict of interest.
Other Duties: to undertake such other duties
as may be required from time to time and are consistent with the
responsibilities of the grade.
