Job Description
We are looking for a keen Administrative Assistant to provide full administrative support for the Estates office and good customer service for the Hospital maintenance Helpdesk.
The successful candidate's primary role will be the first point of contact for the Helpdesk, managing our email inbox, following up enquiries as appropriate and generally helping the office run smoothly.
Good administrative and data entry skills is essential as invoice and purchase order processing is included within your daily duties.
A good general education including GCSE English and Maths is required together with an excellent working knowledge of Microsoft Office packages and confident in the use of IT is essential. Applicants must have good communication skills with a professional and friendly demeanour. The ability to use your own initiative will make you an ideal candidate, as will your cheerful disposition, common sense, patience and excellent sense of humour!
- To be a responsible and professional support service and main point of contact for visitors to the department and contractors
to the site.
- To be responsible for the control of contractors working on site, ensuring that the relevant documentation has been completed and issued and relevant staff are informed that the contractor is on site.
- Ensure telephone enquiries regarding Estates and Facilities are dealt with promptly and in a professional manner. Ensure all Helpdesk information is inputted onto the Estate management system and re-direct calls as appropriate to other individuals.
- Ensure that requests are managed appropriately. E.g. Relevant staff are informed of urgent and emergency requests.
- Ensure the appropriate record keeping system is updated with contractor service reports and asset information. Attend meetings and take minutes.
- Effectively deal with incoming and external post.
- Process requisitions and returns to suppliers
- To participate in appraisals and work to achieve set objectives.
- Ensure Capital project cost control software is kept up to date and is accurate with investigations into discrepancies.
- Dealing with high value Capital & Revenue invoices. Liaise with appropriate finance departments.
- Maintain records of work carried out in accordance with working practices.
- High level of skill in the use of Microsoft Office software and bespoke Estates & Facilities software.
- Provision of Bank Staff and Agency database.
Kettering General Hospital NHS Foundation Trust is one of the largest employers in the area and we are on an exciting journey. Our mission is to provide safe, compassionate, and clinically excellent patient care, by being an outstanding employer for our people. We have entered into a Group Model with neighbouring Northampton General Hospital and have become University Hospitals of Northamptonshire.
Our Excellence Values:
Compassion
Respect
Integrity
Courageous
Accountable
For further information on the advertised role, please refer to the job description located under the Supporting Documents heading. The full person specification can be accessed under the Shortlisting Criteria section of the document.