The Administration Assistant function is central to providing compliance maintenance support across the Trust Estate, and the post holder will have a degree of autonomy to manage their own workload to meet the requirements of delivering Asset & Compliance operational and statutory requirements.
The post holder will work closely with the Estates Supervisors and Maintenance Coordinator providing administrative assistance to support the Estates & Facilities Department as directed, and prioritising this element of responsibility within their own day to day tasks.
• Work closely with the Asset & Compliance Officer, Estate Officers, Estates Administrators, and wider Estates and Facilities Team e.g., office management, personnel and other matters.
• Communicates with other departments within the hospital e.g. supplies, IT, Procurement etc.
• Liaise with departments, divisions, clinical and non-clinical staff and patient groups concerning Compliance matters.
• Communicates with external Suppliers and Contractors etc.
At DCHFT, we pride ourselves on the care we provide for our patients, and on the culture, we are creating for our staff. We work hard to create a fair, inclusive environment for our staff
Our Mission is to provide outstanding care for people in ways which matter to them, and our vision is Dorset County Hospital, working with our health and social care partners, will be at the heart of improving the well-being of our communities.
We are a Trust that celebrates diversity, and we are committed to creating an inclusive environment for all employees. We welcome applications from people in all under-represented groups.
Our DCHFT Job Description and Person Specification (attached) tells you all about this role, what to expect and what is needed to succeed. When completing your application please make sure to tell us how your experience and skills fit the person specification.
Please contact us atRecruitment@dchft.nhs.ukif you are unable to view or download the attachment.
For all our roles, we are looking for staff who hold our Trust Values of Integrity, Respect Teamwork and Excellence, and who are passionate about providing the best patient care. To read more about our Trust and our Values search Dorset County Hospital online.
Main Responsibilities:
• Update the compliance spreadsheets for the compliance and asset manager.
• Accurately processing information using the Estates MiCad/Zetasafe software.
• Help desk system to include, monitoring active and outstanding jobs, updating compliance, adding and updating assets, highlighting issues where needed to the appropriate person.
• To ensure all non-compliance issues are communicated to the compliance manage.
• Ensure that jobs are created for any compliance failings and that these are passed to the relevant department to rectify the failure
• Liaising, supporting and working closely with the Building Maintenance, Electrical and Mechanical Supervisors.
• To receive incoming telephone calls, manage queries, record and pass on messages as appropriate from service users and suppliers, including wards, non-clinical departments, Trust staff and external supply companies and contractors.
• Maintain contact with contractors and suppliers as required, arrange attendance to site to maintain or repair equipment and or buildings, under direction of appropriate persons, recording information via the internal logging system.
• To produce and maintain reports and records as necessary to monitor Trust assets and compliance.
• Assist with the physical and electronic document and record control and management, including filing, storage, update and disposal of document and records.
• General office duties, to include sending/receiving emails, receive, distribute, gather and send all incoming/outgoing mail, photocopying and invoice checking on a daily basis.
• To provide cover for other administration Team as required and to undertake other duties commensurate with this grade of post in agreement with the relevant line manager.
This advert closes on Sunday 29 Dec 2024
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