Job summary
- Main area
- Admin & Facilities
- Grade
- NHS AfC: Band 2
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 318-24-COR-T2037
- Employer
- Gloucestershire Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- Victoria Warehouse
- Town
- Gloucester
- Salary
- £23,615 per annum
- Salary period
- Yearly
- Closing
- 12/01/2025 23:59
- Interview date
- 29/01/2025
Employer heading
Admin & Facilities Assistant, Band 2
NHS AfC: Band 2
Job overview
A vacancy has arisen for an enthusiastic highly motivated individual to provide admin & facilities support within the Admin & Facilities Team based at Victoria Warehouse (VW).
The successful applicant must be able to work as an effective member of a small team, possess good interpersonal and communication skills and have a good standard of education.
The ability to work flexibly to meet the needs of the service is essential as the post covers a wide variety of work, including reception work, data inputting and general office administration.
A sense of humour, self-motivation and the ability to work in a pressurised environment are essential whilst maintaining accuracy and providing a professional service.
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The proposed interview date is 29th JanuaryÌý
Main duties of the job
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The main duties of the role are:
- Reception Work
- Post Room Work
- General Office Duties
- Scanning
Please see the job description for full details.
Working for our organisation
The Admin and Facilities team provide numerous services to the individuals and teams occupying the building. There are circa 80 employees working for Gloucestershire Shared Service for NHS (GSS4NHS) who provide back-office functions which include Counter Fraud, Creditors, Finance, Payroll, Pensions and Procurement. In addition, there are circa 75 other employees of Gloucestershire Hospitals NHS FT teams that work within the building.
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Detailed job description and main responsibilities
Reception Duties
- Greet and welcome visitors to the Offices between 9am and 5pm and inform the relevant member of staff of their arrival.
- Operate VW’s switchboard from 9am – 5pm; receiving and transferring telephone calls.
- Monitor and ensure that the reception area is kept clean and tidy with a professional image.
- Check and sign for deliveries, before informing the relevant member of staff of their arrival.
Post Duties
- To assist in the provision of a post room service of both incoming and outgoing mail.
- To distribute NHS secure stationery to NHS staff and ensure stock levels are maintained.
- To open and sort post, date stamping to show date received in building. ÌýTo scan and upload to the relevant departments.
- To sort and dispatch creditor remits and cheques so that information arrives in a timely manner to coincide with payments reaching individual and company bank accounts.
- To sort and dispatch debtor invoices and statements in a timely manner.
- To carry out porter duties as required, including the receipt of goods into the building and the movement of goods and furniture around the building.
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Office Duties
- Provide office supplies (Stationery & cleaning supplies) for staff and maintain adequate stocks; task includes ordering new supplies.
- Provide meeting room booking service.
Scanning and Filing Duties
- Scanning of Petty Cash dockets and receipts ready for payment processing.
- Provide a scanning service to the Shared Service Teams.
Building and Other Duties
- Provide support to the Admin and Facilities Manager and other members of the Team and contribute in other ways to the effective functioning of VW as required.
To assist Facilities Manager in:-
- Logging building issues with Estates Team via Micad.
- Provide office supplies (Stationery & cleaning supplies) for staff and maintain adequate stocks.
Person specification
Qualifications/ Education
Essential criteria
- Minimum of 5 GCSE at grade 4/C or above (including Maths and English)
Desirable criteria
- NVQ Level 2 or equivalent knowledge and experience in relevant area
Experience, Skills and Knowledge
Essential criteria
- Experience of Microsoft Office and other standard software (especially Outlook & Excel)
- Strong communication, both written and verbal
- Excellent organisational skills
- Accuracy and attention to detail
ADDITIONAL QUALITIES
Essential criteria
- Be an effective team worker
- Adaptable and flexible with ability to switch tasks at short notice whilst maintaining accuracy
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Clare Burton
- Job title
- Admin and Facilities Manager
- Email address
- [email protected]
- Telephone number
- 0300 422 2748
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