Receptionist & Estates Admin Assistant

Job description

Job responsibilities

1. Assist with the setting up and/or renewal of external contracts by liaising with the Managers, clinical end-users, Shared Services and Contractors to ensure the timely organisation of service contracts.

2. Arrange and reschedule meetings/training courses, organise events, visits, travelling and accommodation.

3. Input data and retrieve information on Estates & Facilities Access databases. Use the Trusts Oracle software system to order goods and/or services and receipting of invoices for payment of accounts. Liaise with Procurement, Finance and external companies to resolve queries relating to orders and the payment of invoices.

4. Record deliveries on a stock control database and place in the appropriate storage area, updating the system with location and quantity details.

5. Collect, open, log, collate and distribute incoming mail on a daily basis. Identify and deal with mail of an urgent nature and process external mail for delivery to the mail room.

6. To be the main point of contact with visitors and guests to the Cardiff Area Ambulance Station by telephone and in person and to deal with enquiries wherever possible communicating complex information using tact and persuasion when required.

7. Using tact and diplomacy, liaise with staff at various levels throughout WAST, dealing with queries and complaints and give advice on job status on requests in order to ensure colleague satisfaction.

8. Communication may be verbal, face-to-face or via e-mail. Callers include clinical staff, supervisors, line managers, contractors, Senior managers, Heads of department and members of the public.

9. Interpret colleague and contractor needs on reception, using tact, persuasion and reassurance skills when necessary for those who may be irate or distressed. This can be face-to-face, by telephone or email.

10. Deal with any queries and complaints from staff, contractors and visitors to the station in a professional manner, forwarding on any unresolved issues to the appropriate person if required.

11. General office duties including photocopying, scanning, filing, archiving of equipment records, general word processing of letters, equipment due service memos, reports, Formal minutes, notes of meetings, presentations, data entry and retrieval of information, some of which may be of a highly confidential and/or sensitive nature.

12. The post holder may be required to provide office administrative support to Executive teams on site.

13. Operate the department telephone helpdesk and process requests utilising the Operational databases. Deal with queries and complaints and ensure urgent requests are recorded accurately and timely and forwarded to the appropriate responsible person to ensure that remedial action is taken. Create and update tasks/jobs on the database and provide feedback to colleagues on request to ensure a professional service delivery.

14. Raise and receipt orders and requisitions on Oracle for goods, services or contracts.

15. Labelling and recording equipment parts deliveries on the departmental stock control system and place in the appropriate storage area, updating the system with location and quantity details.

16. Package, despatch and receipt of equipment sent to manufacturers and external contractors, updating equipment records as necessary.

17. Monitoring, creating and updating the NET2 Paxton Access Card system, ensuring site security is of paramount importance.

18. Regular use of the Estates CAFM Access Database System in input data

19. Regular use of the Digital ID software to create ID Access Cards

20. Liaise with Health Board staff and external companies and contractors regarding invoice payments and queries. Communication can be verbal or via email and would include finance and procurement staff in addition to company representatives.

21. Keep their Line Manager advised on any developments within the department on all matters relevant to the role.

22. Plan, organise and reschedule meetings, events, visits, travelling and accommodation as necessary, using tact and persuasion when arranging and rescheduling meetings and events both verbally, manually and electronically.

23. Co-ordinate building activity, include being responsible for providing access the facilities within the building, including gym access.

24. Encourage effective communication on a daily basis via team briefings advocating the use of tact and diplomacy at all times when liaising with colleagues, and external agencies.

25. Adhere to WAST policies whilst communicating information of a confidential and/or sensitive nature, ensuring a secure environment whilst working on confidential documentation which should be filed in a secure area.

26. Attend and actively participate in regular staff meetings, be proactive and propose changes to working practices.

27. Contribute in the development and implementation of department objectives, which reflect past and future WAST objectives.

28. The post holder will be required to concentrate for long periods of time, engaged in the use of a keyboard to input data where speed and accuracy is of the utmost importance to ensure an effective service delivery.

29. Support the Facilities Manager and team in developing and implementing new and innovative ways of working to improve efficiency and effectiveness and assist in the development of appropriate administrative and planning systems, procedures and processes.

30. The post holder is guided by clearly defined occupational policies, protocols and procedures.

31. The post holder is responsible for organising their own workload, and expected to work independently within appropriate guidelines and is managed rather than supervised and assessed at regular agreed intervals.

32. Work on own initiative, resolving problems independently where possible and referring to line manager when necessary.

33. The post holder is responsible for data input and retrieval of information on established WAST databases and software systems.

34. Create and maintain spreadsheets, including formulae to record invoicing and revenue costs against goods/services procured via Oracle.

35. Required to undertake routine audits within the department to evaluate current working practices and procedures and the use of new equipment.

36. To participate fully in the directorates CPD program by attending all necessary manufacturers training courses and other relevant associated courses, conferences and seminars. Ensure that own statutory and mandatory training is completed within the designated timeframes.

37. Provide training, advice and support and demonstrate routine office duties to new starters.

38. Monitor and maintain adequate stationery stock levels regularly and reorder as necessary.

39. Act as Fire Controller for the reception area (contractors & visitors) and support with weekly fire alarm testing.

Person Specification

Qualifications and Knowledge

Essential

• NVQ Level 3 in Business Administration or equivalent level of knowledge gained through experience
• ECDL or equivalent level of knowledge and experience in typing / word processing / Access Databases
• Knowledge of office procedures

Experience

Essential

• Experience of working in a busy office environment

Desirable

• Previous experience within a related environment.

Skills and Attributes

Essential

• Excellent communication and customer care skills and a good telephone manner
• Good organisational skills
• Ability to prioritise work and identify urgent requirements

Other

Essential

• Able to travel between different sites.

Desirable

• Welsh Language Skills (Level 1) or willingness to work towards

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

Welsh Ambulance NHS Trust

Address

Cardiff Ambulance Station

Cardiff

CF23 8HF

Employer's website

https://www.ambulance.wales.nhs.uk/en/5 (Opens in a new tab)