Job summary This is an exciting opportunity for an enthusiastic individual to join a well respected close knit team in a hospital with world class reputation. We are looking for someone to: To provide administrative support to the Estates and Facilities Department, and to work under own initiative, ensuring that an efficient reception and helpdesk service is provided to the Estates and Facilities Department The Robert Jones and Agnes Hunt maintains a register of Temporary Workers "The Bank". Joining the Trust's Bank does not constitute a contract of employment between the bank member and the Trust. The Trust will notify bank members when a suitable assignment arises, and members will be able to choose whether or not to accept it. The bank worker is under no obligation to accept an offer of an assignment. Main duties of the job Act as receptionist to whole of Estates and Facilities Department dealing with general enquiries, administration duties and the receiving of contractors for sign-in on site with professionalism. Managing the administration of staff parking permits, distribution and maintaining the staff car parking database. Managing the production of ID badges and access granted to staff members across site. To be responsible for the raising and receipting of orders on Oracle. To use and manage the Estates Planet FM software for the generation of work requisitions and assigning to the correct maintenance team. About us The Robert Jones and Agnes Hunt Orthopaedic NHS Trust (RJAH) is one of the leading orthopaedic hospitals in the country, with some of the highest levels of staff and patient satisfaction, as well as a strong reputation for research and innovation. Joining RJAH is more than just a job - we want our people to have the best opportunities to thrive in their role.We have a range of fantastic staff benefits on offer to everyone who joins RJAH and you'll have access to outstanding professional development opportunities and state-of-the-art facilities - including our recently-opened £6 million Headley Court Veterans' Orthopaedic Centre (the first unit of its kind in the UK).RJAH has strong links with a range of universities including Staffordshire, Keele, Glyndwr, Chester and Birmingham.The hospital is located on a site outside Oswestry in Oswestry, just off the A5. The nearest train station is in Gobowen, approximately two miles from the hospital. The station is part of the Chester to Birmingham line.We are based in North Shropshire, close to the border with North and Mid Wales. It is one of the most attractive parts of the country, with a rich historic culture and excellent transport links. It offers outstanding opportunities for anyone who enjoys an outdoor lifestyle or is looking to raise a family. Date posted 17 January 2025 Pay scheme Agenda for change Band Band 2 Salary £23,615 a year pa pro rata Contract Bank Working pattern Full-time Reference number 224-BANK-6930235 Job locations Robert Jones and Agnes Hunt Orthopaedic Hospital Gobowen SY10 7AG Job description Job responsibilities Duties and Responsibilities: To act as receptionist to whole of Estates and Facilities Department dealing with general enquiries and screening representatives etc Receive visitors, company representatives, contractors and other staff and direct them accordingly. To be responsible for signing in visitors and external contractors working on site ensuring those required carry out the contractors inductions and subsequent paper work. Ensure receipt and distribution of mail. To receive internal and external telephone calls and transfer to appropriate extension number. Deal with general and maintenance issues. Use and management of the estates department Planet FM software for the generating of work requisitions and assigning to the correct maintenance team via the electronic handheld devices. To operate office machinery, photocopier, scanner, badge printer, laminator, binding machine, digital camera etc. To assist in keeping records of staff sickness and leave. To assist in the administration of staff parking permits and their distribution and maintaining the staff car parking database. Maintaining adequate filing systems. To liaise with Estates and Facilities Managers in maintaining the monthly Estates and Facilities on-call rota. To assist Estates & Facilities Secretary with the arrangement of the Estates and Facilities staffs attendance at annual mandatory training sessions. To provide office cover during periods of annual leave and sickness. To be responsible for controlling stationery store to agreed levels, issuing and re-ordering as necessary. Upload, manage and monitor Estates & Facilities social media accounts To manage the Estates and Facilities inbox, relaying specific emails to the correct correspondence and actioning them in a timely manner. To issue call-outs to contractors when requested by members of the Team. Maintain good communication throughout the Estates and Facilities Department ensuring messages are relayed to management in a timely manner. Additional Information: Raising of all revenue requisitions upon authorisation to proceed Liaise with Procurement Department Receipting goods upon completion Security: Preparing and issuing Trust ID Badges and Door Access Cards in compliance with Trust protocol. Ensuring all documentation is completed and authorised prior to issuing of badges. Maintaining necessary communications with Human Resources Department. Job description Job responsibilities Duties and Responsibilities: To act as receptionist to whole of Estates and Facilities Department dealing with general enquiries and screening representatives etc Receive visitors, company representatives, contractors and other staff and direct them accordingly. To be responsible for signing in visitors and external contractors working on site ensuring those required carry out the contractors inductions and subsequent paper work. Ensure receipt and distribution of mail. To receive internal and external telephone calls and transfer to appropriate extension number. Deal with general and maintenance issues. Use and management of the estates department Planet FM software for the generating of work requisitions and assigning to the correct maintenance team via the electronic handheld devices. To operate office machinery, photocopier, scanner, badge printer, laminator, binding machine, digital camera etc. To assist in keeping records of staff sickness and leave. To assist in the administration of staff parking permits and their distribution and maintaining the staff car parking database. Maintaining adequate filing systems. To liaise with Estates and Facilities Managers in maintaining the monthly Estates and Facilities on-call rota. To assist Estates & Facilities Secretary with the arrangement of the Estates and Facilities staffs attendance at annual mandatory training sessions. To provide office cover during periods of annual leave and sickness. To be responsible for controlling stationery store to agreed levels, issuing and re-ordering as necessary. Upload, manage and monitor Estates & Facilities social media accounts To manage the Estates and Facilities inbox, relaying specific emails to the correct correspondence and actioning them in a timely manner. To issue call-outs to contractors when requested by members of the Team. Maintain good communication throughout the Estates and Facilities Department ensuring messages are relayed to management in a timely manner. Additional Information: Raising of all revenue requisitions upon authorisation to proceed Liaise with Procurement Department Receipting goods upon completion Security: Preparing and issuing Trust ID Badges and Door Access Cards in compliance with Trust protocol. Ensuring all documentation is completed and authorised prior to issuing of badges. Maintaining necessary communications with Human Resources Department. Person Specification Qualifications/Training Essential GCSE English C grade or above / GCSE Maths C grade or above Experience Essential Previous experience in a busy office environment Customer service experience Skills and Competencies Essential The ability to prioritise and organise workloads to meet business requirements and customer demands To be able to listen effectively and to provide clear, concise and accurate information The ability to work confidently using own initiative Excellent written and verbal communication skills Numeracy proficient Strong interpersonal skills A keen eye for detail to minimise errors and ensure the accuracy of documents The ability to manage time effectively to meet deadlines Willingness to collaborate with others and contribute to a positive team environment Respecting privacy and handling sensitive information with discretion Knowledge (including specialist or technical knowledge required) Essential Knowledge of Microsoft Office / Competent in use of ICT Desirable Understand how to use and maintain databases for information storage and retrieval Personal Qualities & Trust Values Essential The drive and energy to ensure a quality service is provided Maintaining a professional demeanour in all interactions representing the department and Trust positively Demonstrating a high level of professionalism in appearance, behaviour and communication at all times Taking responsibility for ones actions and decisions, and being willing to learn from mistakes Be able to collaborate effectively with colleagues, supporting team goals and fostering a positive work environment Being reliable and consistent in performing duties Person Specification Qualifications/Training Essential GCSE English C grade or above / GCSE Maths C grade or above Experience Essential Previous experience in a busy office environment Customer service experience Skills and Competencies Essential The ability to prioritise and organise workloads to meet business requirements and customer demands To be able to listen effectively and to provide clear, concise and accurate information The ability to work confidently using own initiative Excellent written and verbal communication skills Numeracy proficient Strong interpersonal skills A keen eye for detail to minimise errors and ensure the accuracy of documents The ability to manage time effectively to meet deadlines Willingness to collaborate with others and contribute to a positive team environment Respecting privacy and handling sensitive information with discretion Knowledge (including specialist or technical knowledge required) Essential Knowledge of Microsoft Office / Competent in use of ICT Desirable Understand how to use and maintain databases for information storage and retrieval Personal Qualities & Trust Values Essential The drive and energy to ensure a quality service is provided Maintaining a professional demeanour in all interactions representing the department and Trust positively Demonstrating a high level of professionalism in appearance, behaviour and communication at all times Taking responsibility for ones actions and decisions, and being willing to learn from mistakes Be able to collaborate effectively with colleagues, supporting team goals and fostering a positive work environment Being reliable and consistent in performing duties Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name Robert Jones and Agnes Hunt Orthopaedic Hospital NHS Foundation Trust Address Robert Jones and Agnes Hunt Orthopaedic Hospital Gobowen SY10 7AG Employer's website https://www.rjah.nhs.uk/ (Opens in a new tab)