Job summary
Synchronicity Care Ltd (SCL) is seeking to appoint a Car
Parking Coordinator to work within the Car parking & Facilities team. This
exciting role will provide a professional, efficient, comprehensive customer
service & administrative service to the Car Parking Team.
The position is challenging, varied, interesting and an
opportunity to work with the members of the Car Parking & Facilities Team
as well as other Departmental colleagues to deliver operational and administrative support whilst delivering
exceptional customer care. Consistently applying Departmental policies and
procudure whilst ensuring that records are accurately maintained in accordance
with policy and legislation ensures no two days will be the same.
This is a key role where you will be required to liaise with
staff at all levels, including very senior managers, external stakeholders and
visitors therefore the strictest professionalism must be maintained at all
times.
Working as a part of the Team you will telephony and
administrative support and advise to members of the staff, public and SCL Management
Team to ensure the effective and efficient running of car parking services
across CDDFT.
Main duties of the job
The post holder will carry out and have responsibility for
Car Parking and Associated Facilities Administration areas using the available
resources. This includes but is not limited to;-
Processing
Car Parking Applications and Administration Processes
Dealing
with Car Parking Queries/Complaints from staff and members of the public both
face to face and electronically.
Ensuring
appropriate Car parking / Facilities records are kept up to date
Utilising
Microsoft Office Suites including monitoring of shared mailboxes
Placing
Orders, Invoicing and Receipting via the Cardea ordering system
Monthly
reporting
Minute
Taking Action Logs, Meeting Recording & Minutes
Agency
Usage & Invoicing
Assist
as necessary with car parking projects/space allocation etc
About us
CDD Services / SCL is a wholly owned subsidiary of County Durham and Darlington NHS Foundation Trust (CDDFT) set up to deliver a range of non-clinical services The company is a separate legal body to CDDFT.
CDD Services offers its own Terms and Conditions of employment which differ to the national NHS Terms and Conditions. As an employee in the company you will benefit from:
- A Competitive salary
- Excellent Performance Related Bonus Scheme
- Access to a pension scheme - National Employment Savings Trust (NEST) CDD Services will pay a 3% contribution (this is over and above the minimum contribution rate at the present time)
- Night Shift Working Allowances (where appropriate)
- Bank Holiday Working Allowances (where appropriate)
Bank work is offered on an 'as and when' basis with no guaranteed hours and will be paid on a pro-rata hourly rate for hours worked only.
Job description
Job responsibilities
o Provide a
full range of admin support to the Car Parking and Associated Facilities
services, working with minimal supervision and escalating matters as necessary
to the Head of Facilities.
o Deal with
telephone enquiries, taking and conveying messages appropriately and
redirecting inappropriate calls to support staff whilst adhering to SCLs Code
of Confidentiality.
o Operate
efficient and up-to-date administrative systems and processes for all car
parking tasks
o Maintain
accurate and timely data entry to databases to meet service requirements,
ensuring documents are classified and filed for ease of reference and retrieval.
o Prioritise
own workload to meet the needs of the service and ensure all deadlines are met
o Transmit
electronic mail, photocopy documents and circulate information on behalf of the
Car Parking Department within Trust and SCL timescales.
o Enter and
maintain accurate data on systems
o To receive
visitors to the department in a professional, friendly manner while actively
maintaining the security of the area and to answer telephone calls to the
department ensuring a professional, helpful and prompt response
o To
communicate efficiently verbally, by email or by letter giving an excellent
level of customer service to all
o To work
within agreed guidelines to ensure car parking permits are issued/cancelled
o To place
orders on the Cardea system and receipt invoices when required
o Comply
with SCLs Standing Orders, Policies and Procedures
o Collect,
open, sort and distribute mail
o Ensure the
work environment is tidy and complies with health and safety guidelines
o Participate
in necessary departmental and mandatory training as required
o Any other
duties required, ensuring the efficient operation of the service
o Provide
cover for absence and sickness, when required, for any other member of staff
within the BSU as appropriate
General
The above list is not exclusive or exhaustive;
the post holder is expected to be co-operative and flexible in line with the
needs of the post, department and the needs of SCL.
Job description
Job responsibilities
o Provide a
full range of admin support to the Car Parking and Associated Facilities
services, working with minimal supervision and escalating matters as necessary
to the Head of Facilities.
o Deal with
telephone enquiries, taking and conveying messages appropriately and
redirecting inappropriate calls to support staff whilst adhering to SCLs Code
of Confidentiality.
o Operate
efficient and up-to-date administrative systems and processes for all car
parking tasks
o Maintain
accurate and timely data entry to databases to meet service requirements,
ensuring documents are classified and filed for ease of reference and retrieval.
o Prioritise
own workload to meet the needs of the service and ensure all deadlines are met
o Transmit
electronic mail, photocopy documents and circulate information on behalf of the
Car Parking Department within Trust and SCL timescales.
o Enter and
maintain accurate data on systems
o To receive
visitors to the department in a professional, friendly manner while actively
maintaining the security of the area and to answer telephone calls to the
department ensuring a professional, helpful and prompt response
o To
communicate efficiently verbally, by email or by letter giving an excellent
level of customer service to all
o To work
within agreed guidelines to ensure car parking permits are issued/cancelled
o To place
orders on the Cardea system and receipt invoices when required
o Comply
with SCLs Standing Orders, Policies and Procedures
o Collect,
open, sort and distribute mail
o Ensure the
work environment is tidy and complies with health and safety guidelines
o Participate
in necessary departmental and mandatory training as required
o Any other
duties required, ensuring the efficient operation of the service
o Provide
cover for absence and sickness, when required, for any other member of staff
within the BSU as appropriate
General
The above list is not exclusive or exhaustive;
the post holder is expected to be co-operative and flexible in line with the
needs of the post, department and the needs of SCL.
Person Specification
Special Requirements
Essential
- Must be caring, fully flexible, reliable and have good levels of personal hygiene.
Desirable
- The ability to work unsupervised
Qualifications
Essential
- Possession of or working towards an NVQ Level 2 in Business Administration or equivalent knowledge/experience (E)
Desirable
- Good standard of general education, minimum of 3 GCSEs or equivalent at Grade C or above including Maths and English
Experience
Essential
- Experience of working in an Administrative/Clerical role (E)
Special Skills & Knowledge
Essential
- High degree of numeracy and well developed information handling
- Organisational & interpersonal Skills
- Excellent written and verbal skills, flexible and motivated.
- Must be able to work as part of a team
- Ability to work under own initiative, prioritise own work load, with minimal supervision and following set priorities
- Flexible approach to work and adaptable to change
- Able to use own initiative to resolve routine queries, in line with departmental procedures
- Ability to work with external organisations and staff at all levels
- Understanding of the requirement to maintain discretion and confidentiality
- Experience of using a full range of Microsoft Office applications
Person Specification
Special Requirements
Essential
- Must be caring, fully flexible, reliable and have good levels of personal hygiene.
Desirable
- The ability to work unsupervised
Qualifications
Essential
- Possession of or working towards an NVQ Level 2 in Business Administration or equivalent knowledge/experience (E)
Desirable
- Good standard of general education, minimum of 3 GCSEs or equivalent at Grade C or above including Maths and English
Experience
Essential
- Experience of working in an Administrative/Clerical role (E)
Special Skills & Knowledge
Essential
- High degree of numeracy and well developed information handling
- Organisational & interpersonal Skills
- Excellent written and verbal skills, flexible and motivated.
- Must be able to work as part of a team
- Ability to work under own initiative, prioritise own work load, with minimal supervision and following set priorities
- Flexible approach to work and adaptable to change
- Able to use own initiative to resolve routine queries, in line with departmental procedures
- Ability to work with external organisations and staff at all levels
- Understanding of the requirement to maintain discretion and confidentiality
- Experience of using a full range of Microsoft Office applications
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.
