Job summary
The Estates and Facilities department of East Coast Community Healthcare C.I.C. are looking to employ an administrator for 10 hours a week, on a fixed term contract for 6 months. Working hours will be split into two 5 hour shifts. Monday 08:00 -13:00 and Thursday 08:00 - 13:00. Due to operational requirements the days and times are set.
Previous NHS Service as an administrator is a requirement for this role. East Coast Community Healthcare C.I.C. is an NHS care providers and therefore alines with NHS Agenda for Change Policies and regulations.
This role is set at Band 3, Pro rata.
This is a new, temporary role within the facilities service team assisting with their administration requirements.
You would be based at Beccles Hospital working along side the Hotel Services teams.
Main duties of the job
Working under the direction of the Estates & Facilities Site Co-Ordinator.
Planning and managing your workload, assessing and addressing last minute issues raised by suppliers and teams.
Liaising with a number of suppliers. Planning ahead to place orders at specific times.
Checking that received invoices correspond with raised orders.
To assist in monitoring and maintain stock levels for the department.
To respond efficiently and effectively to telephone enquiries and emails, resolving routine matters where possible and providing accurate service information, as appropriate, or re-directing to relevant staff where necessary.
Input departmental data activity into departmental systems as required in a timely and accurate manner.
Assisting in ensuring site departmental compliance records are recorded and updated, scanning and photocopying recorded information.
Assisting with setting up rosters and the initial stages of finding cover.
Input departmental data activity into departmental systems as required in a timely and accurate manner.
At times to carry out any other administrative duties as appropriate.
About us
ECCH is well established health care provider and has been successfully delivering NHS care within the community since 2011. We provide a range of NHS, community health and social care services predominantly across the easterly region of the Norfolk/Suffolk borders.
We are aligned to NHS terms and conditions, and offer many employee benefits, to find out more about us visit our website - www.ecch.org. We are a social enterprise and staff owned organisation which means staff can opt to be shareholders and have a real say in how ECCH is run and evolves to deliver healthcare for the future.
At the heart of our ambition, we work in partnership with and for the community to become the provider and employer of choice for community healthcare.
We encourage you to apply as early as possible as this job may close earlier than the advertised closing date once enough applications have been received.
You would be joining a conscientious hard working team who strive to give the best service they can in their own individual roles.
Job description
Job responsibilities
The post holder must be able to recognise the
importance of, confidentiality and sensitivity of issues and at all times be
able to act using the utmost discretion.
To respond efficiently and effectively to telephone
enquiries and emails, resolving routine matters where possible and providing
accurate service information, as appropriate, or re-directing to relevant staff
where necessary.
Manage and prioritise workload effectively, ensuring
that tasks are completed within agreed timescales.
Provide administrative support to the Estates &
Facilities Site Co-Ordinator.
Input departmental data activity into departmental
systems as required in a timely and accurate manner.
Assisting in ensuring site departmental compliance
records are recorded and updated.
Assisting with setting up rosters and the initial
stages of finding cover.
Ordering stock from various suppliers for the
different specialties that the Hotel Services team provide services for -
Catering
Domestic
Porters
Estates
Facilities
Ward
Out-patients
These are time
sensitive and require forward assessment and planning.
Ensure raised orders have the correct Purchase Order information within.
Ensure received orders correspond with raised invoice.
To assist in monitoring and maintain stock levels for the department.
Assist with regular
reviews of processes and procedures; ensuring that tasks are completed in . the most efficient way.
Fault reporting.
At times to carry out any other administrative duties as appropriate.
Maintain your mandatory training to a high standard
of compliance.
All
roles within East Coast Community Healthcare CIC (ECCH) require staff to
demonstrate our Values and Signature Behaviours in the care and service they
provide to patients, service users, stakeholders and colleagues. All members of
staff should consider these as an essential part of their job role.
Our Values
outline the core behaviours that we can all achieve and are summarised as an
acronym within the word CARE.
These stand for: Compassion, Action, Respect and Everyone.
Underpinning our
Values are our Signature Behaviours which highlight by taking the right actions
we continue to build a strong culture.
Our four Signature Behaviours are: Compassion - We
Listen, We Learn, We Lead| Action - My
Accountability, My Responsibility | Respect - Respect
Our Resources: People, Time and Money | Everyone - Work Together, Achieve Together.
Job description
Job responsibilities
The post holder must be able to recognise the
importance of, confidentiality and sensitivity of issues and at all times be
able to act using the utmost discretion.
To respond efficiently and effectively to telephone
enquiries and emails, resolving routine matters where possible and providing
accurate service information, as appropriate, or re-directing to relevant staff
where necessary.
Manage and prioritise workload effectively, ensuring
that tasks are completed within agreed timescales.
Provide administrative support to the Estates &
Facilities Site Co-Ordinator.
Input departmental data activity into departmental
systems as required in a timely and accurate manner.
Assisting in ensuring site departmental compliance
records are recorded and updated.
Assisting with setting up rosters and the initial
stages of finding cover.
Ordering stock from various suppliers for the
different specialties that the Hotel Services team provide services for -
Catering
Domestic
Porters
Estates
Facilities
Ward
Out-patients
These are time
sensitive and require forward assessment and planning.
Ensure raised orders have the correct Purchase Order information within.
Ensure received orders correspond with raised invoice.
To assist in monitoring and maintain stock levels for the department.
Assist with regular
reviews of processes and procedures; ensuring that tasks are completed in . the most efficient way.
Fault reporting.
At times to carry out any other administrative duties as appropriate.
Maintain your mandatory training to a high standard
of compliance.
All
roles within East Coast Community Healthcare CIC (ECCH) require staff to
demonstrate our Values and Signature Behaviours in the care and service they
provide to patients, service users, stakeholders and colleagues. All members of
staff should consider these as an essential part of their job role.
Our Values
outline the core behaviours that we can all achieve and are summarised as an
acronym within the word CARE.
These stand for: Compassion, Action, Respect and Everyone.
Underpinning our
Values are our Signature Behaviours which highlight by taking the right actions
we continue to build a strong culture.
Our four Signature Behaviours are: Compassion - We
Listen, We Learn, We Lead| Action - My
Accountability, My Responsibility | Respect - Respect
Our Resources: People, Time and Money | Everyone - Work Together, Achieve Together.
Person Specification
Experience
Essential
- Previous NHS background and experience in administration
- Relevant and practical administrative experience
- Experience of engaging with health professionals and other organisations
Desirable
- Willingness to expand on current knowledge
Qualifications
Essential
- Customer Service Qualification level 3 or equivalent.
Desirable
- Computer literacy - European Computer Driving License (ECDL) Qualification or equivalent
- Worked with NHS electronic systems
Skills and Knowledge
Essential
- Knowledge of a full range of administrative procedures
- IT skills, including word processing, email, and spreadsheets
- Excellent organisational and office management skills: manage filing systems, ability to think and plan operationally and to work to deadlines
- Able to co-ordinate meetings on a regular basis
- Excellent written and verbal skills
- Exceptional ability to communicate effectively
- Ability to work on own initiative and solve routine problems
- Capable of providing and receiving complex information
- Desire to learn and develop new skills
- Team worker with a flexible approach to team working
- Self-motivated. Work is managed rather than supervised
Desirable
- Ability to work with individuals in a calm, confident and sensitive manner
- Ability to respond to promptly, in a flexible, consistent and appropriate way
- Able to remain calm and deal with difficult/challenging situations
- Physical / mental capacity to concentrate for long periods
- Physical / mental capacity to deal with interruptions
- Discreet
Personal Attributes
Essential
- Good time keeping
- Able to work under pressure and to deadlines
- Excellent organisational skills
- Self motivated with the ability to see a job through to completion.
- Ability to embrace our Culture, Values and Signature Behaviours:
- (Compassion - We Listen, We Learn, We Lead| Action - My Accountability, My Responsibility | Respect - Respect Our Resources: People, Time and Money | Everyone - Work Together, Achieve Together).
Person Specification
Experience
Essential
- Previous NHS background and experience in administration
- Relevant and practical administrative experience
- Experience of engaging with health professionals and other organisations
Desirable
- Willingness to expand on current knowledge
Qualifications
Essential
- Customer Service Qualification level 3 or equivalent.
Desirable
- Computer literacy - European Computer Driving License (ECDL) Qualification or equivalent
- Worked with NHS electronic systems
Skills and Knowledge
Essential
- Knowledge of a full range of administrative procedures
- IT skills, including word processing, email, and spreadsheets
- Excellent organisational and office management skills: manage filing systems, ability to think and plan operationally and to work to deadlines
- Able to co-ordinate meetings on a regular basis
- Excellent written and verbal skills
- Exceptional ability to communicate effectively
- Ability to work on own initiative and solve routine problems
- Capable of providing and receiving complex information
- Desire to learn and develop new skills
- Team worker with a flexible approach to team working
- Self-motivated. Work is managed rather than supervised
Desirable
- Ability to work with individuals in a calm, confident and sensitive manner
- Ability to respond to promptly, in a flexible, consistent and appropriate way
- Able to remain calm and deal with difficult/challenging situations
- Physical / mental capacity to concentrate for long periods
- Physical / mental capacity to deal with interruptions
- Discreet
Personal Attributes
Essential
- Good time keeping
- Able to work under pressure and to deadlines
- Excellent organisational skills
- Self motivated with the ability to see a job through to completion.
- Ability to embrace our Culture, Values and Signature Behaviours:
- (Compassion - We Listen, We Learn, We Lead| Action - My Accountability, My Responsibility | Respect - Respect Our Resources: People, Time and Money | Everyone - Work Together, Achieve Together).
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.
