Job summary
A vacancy has arisen for an Admin Assistant to work within the Cleriical team based within the equipment service based in Elland, and will be joining a dedicated team of staff.
This role involves assisting with the day-to-day operational administration in the Loan stores which includes, Client record managment, servicing and PPM managment, liasing with patients and their families, staff, other care professioinals and reception duties.
The successful candidate must be familiar with Microsoft office with basic keyboard skills. they should have good organisational skills and be able to prioritise and organise own workloads. The candidate must also have experience of working within a busy customer focused setting, office/reception environment.
This is a full-time position of 37.5 hours per week to be worked over 5 days.
You will work for Calderdale and Huddersfield Solutions Ltd (CHS) which is wholly owned by the Trust to provide specialist support services for Estates, Facilities and Procurement. As an employee of CHS you will qualify to apply for a £500 bonus (pro rata) and an additional 5 days annual leave (pro rata) (performance conditions apply)
Main duties of the job
Summary of the Role:
The post holder will be part of an admin team, covering all roles within the office environment. To be responsible for providing a wide-ranging, fully efficient service. To assist with the day to day operational administration of Facilities Management services, therefore flexibility is an important component of the post. To ensure service delivery is delivered effectively, accurately and that all databases are kept up to date and available. To support ordering, purchasing and invoicing within the department
About us
At CHS we understand the differences in delivering our services in complex environments and we have a flexible approach to meet the needs of our customers. Our Estates and Facilities management functions alongside our Medical Engineering, decontamination and procurement service, provides the following:
- Fully managed estate and building maintenance
- Medical engineering/equipment maintenance/ decontamination
- Procurement advice, guidance and governance
- Capital project management
- Transport
- Grounds maintenance.
- Portering
- Catering
- Cleaning (including robot and deep cleaning)
All provided to nationally recognised standards giving you assurance that your premises and equipment will be the best they can, and your customers will have confidence in you as a provider.
Job description
Job responsibilities
- To ensure that confidentiality is maintained at all times, only releasing confidential information during the course of employment to those acting in an official capacity and where appropriate.
- To carry out general office duties such as data-entry, photocopying, laminating, scanning and shredding.
- Attend and take part in team meetings and regular reviews with the line manager(s).
- To maintain the filing system, including e-filing, for the departments. Ensure the security and confidentiality of all records.
- Be able to input/extract data, using relevant electronic software. To be able to manipulate data and generate basic evaluation reports.
- Working as part of the ICES administration team performing a variety of customer service and administrative tasks as required, including dealing with requests for equipment from assessors and the general public; scheduling work; liaising with drivers and technicians to facilitate delivery of equipment; inputting data onto the IT system; invoicing.
- Responsible for supporting the ordering and purchasing of all equipment, using the Social Services finance system.
Job description
Job responsibilities
- To ensure that confidentiality is maintained at all times, only releasing confidential information during the course of employment to those acting in an official capacity and where appropriate.
- To carry out general office duties such as data-entry, photocopying, laminating, scanning and shredding.
- Attend and take part in team meetings and regular reviews with the line manager(s).
- To maintain the filing system, including e-filing, for the departments. Ensure the security and confidentiality of all records.
- Be able to input/extract data, using relevant electronic software. To be able to manipulate data and generate basic evaluation reports.
- Working as part of the ICES administration team performing a variety of customer service and administrative tasks as required, including dealing with requests for equipment from assessors and the general public; scheduling work; liaising with drivers and technicians to facilitate delivery of equipment; inputting data onto the IT system; invoicing.
- Responsible for supporting the ordering and purchasing of all equipment, using the Social Services finance system.
Person Specification
Qualifications
Essential
- A good standard of education preferably to GCSE standard or equivalent
- Experience of working within in a customer focused setting, office/admin environment
Knowledge & Skills:
Essential
- Familiar with Microsoft office
- Basic keyboard skills
- Good organisational skills, ability to prioritise and organise own workloads
- Good verbal and written communication skills
- Able to complete allocated work within agreed timescales
- Ability to deal with a wide range of people both internal and external to the organisation
- Demonstrate self-motivation
- Ability to learn new skills
- Must be able to pay attention to detail and ensure work carried out is accurate
Desirable
- Some knowledge of ordering and invoicing
Experience
Essential
- Experience of using computer systems
- Experience of a busy office environment and used to working under pressure
- Ability to work undirected and using own judgment
- Good interpersonal and relationship building skills.
- Excellent ability to communicate effectively in writing and face-to-face.
Desirable
- Experience of reception duties
- Knowledge of Daily living aids Equipment
Person Specification
Qualifications
Essential
- A good standard of education preferably to GCSE standard or equivalent
- Experience of working within in a customer focused setting, office/admin environment
Knowledge & Skills:
Essential
- Familiar with Microsoft office
- Basic keyboard skills
- Good organisational skills, ability to prioritise and organise own workloads
- Good verbal and written communication skills
- Able to complete allocated work within agreed timescales
- Ability to deal with a wide range of people both internal and external to the organisation
- Demonstrate self-motivation
- Ability to learn new skills
- Must be able to pay attention to detail and ensure work carried out is accurate
Desirable
- Some knowledge of ordering and invoicing
Experience
Essential
- Experience of using computer systems
- Experience of a busy office environment and used to working under pressure
- Ability to work undirected and using own judgment
- Good interpersonal and relationship building skills.
- Excellent ability to communicate effectively in writing and face-to-face.
Desirable
- Experience of reception duties
- Knowledge of Daily living aids Equipment
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.