Job summary
An exciting opportunity has arisen for an experienced and highly motivated person to work within the Luton & Dunstable Hospital Switchboard & Facilities Helpdesk as an Administrator.
The post holder will be required to provide high quality administrative support. They will need to work on their own initiative and manage their own workload.
The post holder will require excellent planning and organisational skills. Excellent communication and stakeholder engagement skills are also a must.
The Hours in the main are 9am to 5pm however some flexibility around covering Switchboard & Helpdesk Shifts is required.
Main duties of the job
To cover Switchboard shifts
To provide administrative support to the Transport, Switchboard and Facilities Helpdesk Manager and Deputy as required.
To manage computer and data processing functions within the Telecommunication and Facilities Helpdesk Department. There will be a need cover breaks of Switchboard staff throughout the day.
Manage urgent and routine calls from patients, relatives, members of the public GP's Healthcare professionals and other emergency services.
About us
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics.
You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career.
We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. Please ensure that you make your application as soon as possible.
All new staff will be subject to a probationary period covering their first six months in post. Travel between hospital sites may be required.
Please review all documents attached to this advert to ensure you familiarize yourself with all requirements of the job.
Job description
Job responsibilities
Communicate promptly and effectively with service users and staff & other stakeholders, utilising telephone, email, letters.
To respond effectively to queries in line with service and Trust guidelines and standard operating procedures.
Support, plan and co-ordinate work load as per service need to ensure all deadlines are met.
Manage telephone enquiries and ad-hoc walk-ins promptly.
Receive, sort, date-stamp and log all incoming post and deliveries. Notify relevant colleagues on receipt of deliveries. Observe and maintain strict confidentiality with regards to any patient/family/staff records and associated information in line with the requirements of the Data Protection Act.
To act as the administrator to the department.To provide administrative support to the Transport, Switchboard and Facilities Helpdesk Manager and Supervisor as required, e.g. preparing letters, reports and audits.
To manage computer and data processing functions within the Telecommunication and Facilities Helpdesk Department including Call loggers, and to ensure that statistical and
financial information is provided to the relevant users as required and that all records are filed and archived correctly.
To be responsible for maintaining manual and computer records, including equipment repairs, records etc.
To prepare and document orders for 3rd party customers, maintaining accurate records.
To be responsible for stock control functions, including all ordering of stock for the department, liaising with suppliers and procurement as required.
Manage urgent routine calls from patients, relatives, members of the public GPs Healthcare professionals and other emergency services.
To assist with preparation for and conduct of external audit, stock checks and the deployment and scoping of Telecommunication equipment.
To compile, analyse and interpret statistical data in conjunction with the Transport, Switchboard and Facilities Helpdesk Manager and Supervisor
To ensure that the department Approved Suppliers list is kept up to date, including all certification and adding new suppliers as required.
Job description
Job responsibilities
Communicate promptly and effectively with service users and staff & other stakeholders, utilising telephone, email, letters.
To respond effectively to queries in line with service and Trust guidelines and standard operating procedures.
Support, plan and co-ordinate work load as per service need to ensure all deadlines are met.
Manage telephone enquiries and ad-hoc walk-ins promptly.
Receive, sort, date-stamp and log all incoming post and deliveries. Notify relevant colleagues on receipt of deliveries. Observe and maintain strict confidentiality with regards to any patient/family/staff records and associated information in line with the requirements of the Data Protection Act.
To act as the administrator to the department.To provide administrative support to the Transport, Switchboard and Facilities Helpdesk Manager and Supervisor as required, e.g. preparing letters, reports and audits.
To manage computer and data processing functions within the Telecommunication and Facilities Helpdesk Department including Call loggers, and to ensure that statistical and
financial information is provided to the relevant users as required and that all records are filed and archived correctly.
To be responsible for maintaining manual and computer records, including equipment repairs, records etc.
To prepare and document orders for 3rd party customers, maintaining accurate records.
To be responsible for stock control functions, including all ordering of stock for the department, liaising with suppliers and procurement as required.
Manage urgent routine calls from patients, relatives, members of the public GPs Healthcare professionals and other emergency services.
To assist with preparation for and conduct of external audit, stock checks and the deployment and scoping of Telecommunication equipment.
To compile, analyse and interpret statistical data in conjunction with the Transport, Switchboard and Facilities Helpdesk Manager and Supervisor
To ensure that the department Approved Suppliers list is kept up to date, including all certification and adding new suppliers as required.
Person Specification
Qualifications
Essential
- Educated to GCSE/O level standard with qualifications in English
- Good numerical skills
- Good Telephone manner
- Multi task varying calls to the Estates Call centre
Desirable
- Experience of NHS communication systems
- NVQ level 3 or experience in Customer Care
- CLAIT, ITB2CLAIT, ITB2
Experience
Essential
- Ability to produce excel spreadsheets
- To be able to undertake audits & implement changes
- Understanding of the need for confidentiality awareness at all times
- Knowledge of & ability to use the software program "Cleric" for the non emergency patient transport service
Desirable
- Experience of NHS communications systems
- Experience in using Pimsi
- Experience in using Extramed
- Experience of Estates knowledge
Skills
Essential
- Good communication skills,
- Tact and persuasive skills
- Requires judgemental skills when assessing patient needs for transport.
Person Specification
Qualifications
Essential
- Educated to GCSE/O level standard with qualifications in English
- Good numerical skills
- Good Telephone manner
- Multi task varying calls to the Estates Call centre
Desirable
- Experience of NHS communication systems
- NVQ level 3 or experience in Customer Care
- CLAIT, ITB2CLAIT, ITB2
Experience
Essential
- Ability to produce excel spreadsheets
- To be able to undertake audits & implement changes
- Understanding of the need for confidentiality awareness at all times
- Knowledge of & ability to use the software program "Cleric" for the non emergency patient transport service
Desirable
- Experience of NHS communications systems
- Experience in using Pimsi
- Experience in using Extramed
- Experience of Estates knowledge
Skills
Essential
- Good communication skills,
- Tact and persuasive skills
- Requires judgemental skills when assessing patient needs for transport.
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).
