Job Description

A vacancy has arisen for an Admin Assistant to work within the Support Services which covers Calderdale Royal Hospital and Huddersfield Royal Infirmary, joining a dedicated team of staff.



This role involves assisting with the day-to-day operational administration in General office which incorporates Bereavement, cash and reception duties.



The successful candidate must be familiar with Microsoft office and have some 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)

For further details / informal visits contact:

Khalisah Hussain- Facilities Manager - Support Services on 01484 3543492

Summary of the Role:

The post holder will be part of an admin team, working on a rotational basis covering all roles within the General office. To be responsible for providing a wide-ranging, fully efficient service, including Cashiering /Patient Affairs /Accommodation, Certification and Reception functions.



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.



Cashier/Patient Affairs/Accommodation Role (1)



Cashier Duties



In accordance with Standing Financial Instructions to provide a full cashiering service. To include balancing of monies, manual recording of figures and issuing of receipts for general income. Also balancing and banking of total monies weekly via the companies computerised Oracle system.



To make payments from the petty cash system for CHFT only, in compliance with authorised signature list. Balance the float and reclaim the expenditure once a week in compliance with the Trusts Financial Instructions ensuring appropriate levels of change floats are held.



Process donations to the trust charitable fund accounts on behalf of wards and departments, manually receipting, completion of Gift Aid Scheme correspondence and twice weekly reconciliation and banking of monies.



Patient Affairs Duties



In accordance with Trust procedure, be responsible for handling and recording of patient's property and monies from wards and departments for safe-keeping purposes. Ensure safe return of property/monies when required.



To be responsible for the monthly reconciliation of patient monies accounts held, in line with financial instruction.



Recording and storing of items of valuable lost property



Accommodation Duties



To be responsible for the allocation of accommodation, in line with Trust policy and with respect to categories of staff and also working closely with directorates within the Trust.



To maintain an accurate and up to date register of tenants.



Liaise with estates department regarding works on accommodation at CRH site and undertake an ongoing programme of inspections, with prior arrangements with residents concerned. Identify any unreasonable misuse/damage to resident's attention and arrange billing for repairs, if necessary. Submit requisitions for repairs and ensure work in carried out with minimum disturbance to residents.



Secure custody of keys and recording of keys issued, implementing charges for losses.



Ensuring observance of all trust policies with regards to Health & Safety, COSHH, Fire and security etc



Certification Role (2)



All duties involved in the completion of medical certificates including liaising with hospital medical staff, GP surgeries, coroner's officers, pathologists, funeral directors, solicitors, social services and registrars working to tight deadlines.



Issuing of any cash and valuables to relatives and provide essential information for completion of registration.



To be responsible for arranging hospital contract funerals when necessary in a timely manner. Including liaison with internal and external bodies to enquire about the deceased and their wishes in relation to funeral arrangements / religious beliefs /home searches / affairs.



To be responsible for completion of documentation in a timely manner in relation to all obstetric bereavements.



Filing of general correspondence and dealing with telephone and reception duties.



Reception Role (shared)



Act as first-line contact for reimbursement of travel costs to eligible patients. In accordance with the Hospital Travel Expenses Scheme, manually record payment information on patient record card and issue appropriate reimbursement of travel expenses ensuring a consistent and professional approach at all times. Balance the float and reclaim the expenditure from the petty cash system as and when required.



Opening and sorting, where required re-direction of hospital post, including recorded delivery items.



To be responsible for ordering and maintaining good levels of stocks of stationary items for the department.



To be responsible for dealing with telephone and reception duties in a courteous and professional manner, which will include a variety of enquires from staff, visitors, patients or external organisations.



To maintain and control the use of office equipment and if necessary ensure that call outs are reported promptly (e.g. photocopiers)



Ensure the management of electronic diaries for the boardroom at CRH



Undertake all such reasonable other duties as may be required as part of the role.