Job Description

NHS Administrative Assistant - Bradford
? Location: Bradford BD9 area
? Hours: Monday to Friday, 0730am - 330pm or 0800 -4pm
? Pay Rate: 12.21 per hour
Start Date: Immediate
? About the Role
We're seeking a reliable and detail-oriented Administrative Assistant to join the team in Bradford. This full-time position offers a stable weekday schedule and the opportunity to support vital healthcare services.
? Key Duties

• The postholder will be responsible for the provision of an efficient and effective administrative service for the Estates and Facilities Directorate.

• Job Dimensions:

The postholder will be expected to work as part of a team supporting successful delivery of the E&F Helpdesk services for the Trust.

• Organisational Chart: (Attached)

• Knowledge, Skills & Experience Required.

Please refer to person specification.

• Primary Duties & Areas of Responsibility:

• Welcome visitors to the department and signposting them to the correct area

• Carry out reception duties including management of keys using the Trust's computer system (Keytracker),

• Issue of contractor car parking permits and appropriate equipment as required on a daily basis

• Issue of staff temporary parking permits as and when required

• Ensure appropriate authorisations are in place for the issue of access cards to contractors who need access to restricted areas using the Trust's computer system (Continuum).

• Take telephone Helpdesk requests from wards and departments throughout the Trust and on behalf of community properties

• Input data related to Estates & Facilities Helpdesk requests using the Directorate's computer system (Planet)

• Prioritise and respond to Helpdesk related queries and complaints from wards and departments in a professional manner, and ensure action is taken by the Maintenance Team as appropriate

• Use initiative to deal with routine and some non-routine problems that may arise and be aware when to escalate issues to the Helpdesk Team Leader, or the Business Administration Manager.
• Understands the limits and scope of the job role and the need to only do tasks they have been trained to do. Knows when to escalate when a situation is beyond their scope of practice.

• Assist with monitoring ID Badge stock levels

• Process purchase orders using the Oracle system

• Enter receipt of goods/services for purchase orders on the Oracle system once approved by project leads

• Review Oracle notifications and ensure appropriate action is taken to enable supplier invoices to be cleared for payment in a timely manner

• Update and maintain departmental purchase order master report, including progress chasing suppliers for the timely submission of invoices in line with Trust timescales supporting adherence to Trust payment terms

• Provide general administrative support including typing of letters, formal minutes, memos, reports, filing, photocopying, scanning, etc.

• Input information into spreadsheets.

• Word processing of routine correspondence such as letters, memos, labels and reports as directed by the senior administrator.

• Effective management of meeting room diary.

• Maintain and monitor stationary stocks and general office supplies.

• Issue clock cards on a weekly basis.

• Input month end financial figures.

• Inputting of bookings.

• Ensure office systems are organised and tasks performed to the required deadlines.

• Arrange meetings, including preparation and circulation of agendas, take minutes of meetings as required exercising judgement to resolve any issues. Create action logs and circulate minutes as per distribution list.

• Check and action the following Oracle reports and report findings to the E&F Business Administration Manager:

• Goods Received Not Invoiced (GRNI),
• Notifications

• Develop and maintain adequate filing systems appropriate to the Directorate in accordance with the Trust & department Records Management Policy.

• Take and pass on messages in a timely manner.

• Ensure receipt and timely distribution of internal post.

• Deal with telephone/email enquiries, both internally and externally.

• Process Identification (ID) Badge applications in a timely manner in accordance with Trust Policy

• Be prepared to undertake any necessary training to develop Estates & Facilities services.

• Such other duties at a comparable level of responsibility, as may be allocated to the post.

? Ideal Candidate

• Previous administrative experience
• Strong communication and organisational skills
• Proficient in Microsoft Office and data systems
• Professional, calm, and attentive to detail

? To Apply:
email your CV to matkinson@meridianbs.co.uk
Take the next step in your care career-start your journey with us today!
" Meridian Business Support is a recruitment specialist acting on behalf of our client as an Employment Business for this vacancy."

Skills Required