Job summary
Clerical Admin Support Accommodation
Division: Corporate
Care Group: Estates and Facilities
Band: 3
Salary: £22,816 - £24,336 per annum
Interview Date: Friday 1st September 2023
We are recruiting for a Clerical Admin Support Accommodationwho shares our ambition and vision to deliver theBest of Care by the Best Peopleand has the drive to take us forward, by ensuring that the Trust continues to be the first choice for patients and our staff.
Main duties of the job
To contact all new incoming cohorts of students to ensure all data is accurately recorded for use with room allocations.
To be responsible for the booking in on Res manager (Accommodation software) for all the new cohorts of students making sure all the details match the allocations. To provide the licences, welcome letter, fire safety, pest prevention and room key/fob as part of the welcome pack. Ensuring all information is current/relevant and the key/fob are in good working order.
To log all maintenance requests regarding student Accommodation with Estates ensuring these are followed up and chased until completion.
To ensure all digital information has been backed up onto hard copy and all relative information is maintained and develop efficient record keeping/filing system on behalf of the Accommodation Team.
To carry out key audits and obtain replacements where keys have been lost/damaged. Keep an up to date record of fob allocation.
Our values are Bold, Every Person Counts, Sharing and Open and Together. It is important that you understand and to refer to our values when completing your application and always reflect our values throughout your employment with the Trust.
We are committed to endorsing diversity, multiculturalism, and inclusion; our policies / procedures ensure that all applicants are treated fairly at every stage of the recruitment process.
To contribute to our exciting future and become part of our team, apply today.
About us
Here at Medway, we pride ourselves on working together as one to ensure that our shared vision of Better, Best, Brilliant is achieved. Our culture and values are what drives the Trust and is the heartbeat of who we are as an organisation.
Our Trust is a great choice for people who want to develop their career in an ambitious environment.
Would you like to work flexibly? In the NHS, we are reminded every day of how important life is. As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us, for our patients and for you. Speak to us about how we might be able to accommodate a flexible working arrangement which will not mean sacrificing time for personal interests or family commitments. We aim to support you to work flexibly in a way that will suit you and us.
All of our substantive & fixed term employees can enjoy a range of staff benefits, a gym, an active health and wellbeing programme, an on-site nursery and a cycle to work scheme.
We are taking positive action to ensure that we can attract, recruit and retain the best talent and would welcome more applicants from under - represented groups to support the Trusts commitment to a diverse, inclusive and an employer of choice workforce.
All staff at Medway comply the Trust's and the Kent and Medway Safeguarding Board's policies on safeguarding children, young people and vulnerable adults.
Job description
Job responsibilities
To contact all new incoming cohorts of students to ensure all data is accurately recorded for use with room allocations.
To be responsible for the booking in on Resmanager (Accommodation software) for all the new cohorts of students making sure all the details match the allocations.
To provide the licences, welcome letter, fire safety, pest prevention and room key/fob as part of the welcome pack. Ensuring all information is current/relevant and the key/fob are in good working order.
To log all maintenance requests regarding student Accommodation with Estates ensuring these are followed up and chased until completion.
To carry out regular room inspections ensuring all rooms are being kept to an acceptable standard and identifying any maintenance issues not reported by the students.
To ensure all digital information has been backed up onto hard copy and all relative information is maintained and develop efficient record keeping/filing system on behalf of the Accommodation Team.
To carry out key audits and obtain replacements where keys have been lost/damaged. Keep an up to date record of fob allocation.
To obtain and keep up to date competitive quotes for furniture, electrical, linen and sundries.
To carry out audits of the communal areas and replace any damaged/broken furniture and keep an accurate account.
To communicate with the students on all matters and ensure they receive an efficient, polite and helpful response at all times.
To book in and provide parcel slips for all student post.
To be proactive with pest prevention ensuring all food items are stored in the correct areas. Reporting where necessary via Housekeeping to Pest Prevention Contractor.
To keep all signage up to date and relevant within the student accommodation.
To attend all mandatory training courses and other courses that may arise.
To assist with the ordering of Stores, both internally and externally.
To liaise with the fire officer to ensure all student Accommodation is up to date and compliant.
Job description
Job responsibilities
To contact all new incoming cohorts of students to ensure all data is accurately recorded for use with room allocations.
To be responsible for the booking in on Resmanager (Accommodation software) for all the new cohorts of students making sure all the details match the allocations.
To provide the licences, welcome letter, fire safety, pest prevention and room key/fob as part of the welcome pack. Ensuring all information is current/relevant and the key/fob are in good working order.
To log all maintenance requests regarding student Accommodation with Estates ensuring these are followed up and chased until completion.
To carry out regular room inspections ensuring all rooms are being kept to an acceptable standard and identifying any maintenance issues not reported by the students.
To ensure all digital information has been backed up onto hard copy and all relative information is maintained and develop efficient record keeping/filing system on behalf of the Accommodation Team.
To carry out key audits and obtain replacements where keys have been lost/damaged. Keep an up to date record of fob allocation.
To obtain and keep up to date competitive quotes for furniture, electrical, linen and sundries.
To carry out audits of the communal areas and replace any damaged/broken furniture and keep an accurate account.
To communicate with the students on all matters and ensure they receive an efficient, polite and helpful response at all times.
To book in and provide parcel slips for all student post.
To be proactive with pest prevention ensuring all food items are stored in the correct areas. Reporting where necessary via Housekeeping to Pest Prevention Contractor.
To keep all signage up to date and relevant within the student accommodation.
To attend all mandatory training courses and other courses that may arise.
To assist with the ordering of Stores, both internally and externally.
To liaise with the fire officer to ensure all student Accommodation is up to date and compliant.
Person Specification
Qualifications
Essential
- GCSE English C or above/GCSE Maths C or above
Knowledge
Essential
- Good Office Administration Skills
- Good Understanding of Data protection & Confidentiality
Experience
Essential
- Relevant administration/ data entry experience in an office environment
Skills
Essential
- Excellent communication skills
- Ability to work on own initiative and to work within a team
- Ability to cope under pressure and in an environment that can be disruptive
- Has the ability to adapt to challenging and changing situations/demands
Values Based Question
Essential
- Give an example of a time where you have demonstrated a 'can do' attitude (including the situation you were in) and the outcome
Person Specification
Qualifications
Essential
- GCSE English C or above/GCSE Maths C or above
Knowledge
Essential
- Good Office Administration Skills
- Good Understanding of Data protection & Confidentiality
Experience
Essential
- Relevant administration/ data entry experience in an office environment
Skills
Essential
- Excellent communication skills
- Ability to work on own initiative and to work within a team
- Ability to cope under pressure and in an environment that can be disruptive
- Has the ability to adapt to challenging and changing situations/demands
Values Based Question
Essential
- Give an example of a time where you have demonstrated a 'can do' attitude (including the situation you were in) and the outcome
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.
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).
Additional information
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.
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).
