Domestic Services -Administration Support

East Lancashire Hospitals Nhs Trust; Rishton; On-site; GBP 21,000 - 27,000; Full time

Job summary

East Lancashire Hospitals NHS Trust is seeking an organised administrator to support the Domestic Services Management Team at Royal Preston Hospital, ensuring efficient day-to-day operations and high standards of cleanliness.

The role covers reception support, record-keeping, recruitment administration, and assisting with audits and reporting. You will work within One LSC collaboration to contribute to a safe patient environment.

Qualifications

• Good standard of general education with GCSE English and Maths.
• Excellent communication and administrative skills.
• Ability to use IT systems and maintain records accurately.

Responsibilities

• Provide administrative support to Domestic Services Managers and Supervisors.
• Maintain records, update electronic systems and prepare reports.
• Act as first point of contact at the departmental reception and respond to enquiries.
• Support staff recruitment, sickness absence, annual leave and training.
• Liaise with hospital departments to ensure smooth day-to-day operations.

Skills

Communication

Organisational skills

IT skills

Education

GCSE English and Maths

Job description

Job overview

Please note that this post is Part of One LSC - a corporate collaboration hosted by East Lancashire Hospitals NHS Trust and providing Estates and Facilities Services to Lancashire Teaching Hospitals NHS Foundation Trust

The post holder will provide essential administrative and operational support to the Domestic Services Management Team, contributing to the delivery of a safe, efficient and high-quality cleaning service in line with the National Standards of Healthcare Cleanliness.

Key responsibilities include:

• Maintaining accurate records, updating electronic systems, preparing reports and supporting cleaning audits and compliance monitoring.

• Acting as the first point of contact for Domestic Services staff attending the departmental reception window, responding to enquiries and providing appropriate assistance.

• Managing incoming telephone calls and emails, ensuring enquiries are handled professionally and information is communicated promptly.

• Providing administrative support for staff recruitment, sickness absence, annual leave, training and workforce records.

• Liaising effectively with Domestic Services staff, supervisors, managers and other hospital departments to support the smooth day-to-day running of the service.

The post holder will be expected to demonstrate excellent communication, organisational and customer service skills while maintaining confidentiality and supporting the wider Domestic Services team.

Main duties of the job

The successful candidate will provide administrative support to the Domestic Services Management Team at Royal Preston Hospital, ensuring the smooth running of the department.

Main duties include:

• Acting as the first point of contact for staff attending the reception window.

• Answering telephone calls, emails and responding to enquiries.

• Preparing correspondence, maintaining records, spreadsheets and reports.

• Supporting staff administration, including sickness, annual leave, recruitment and training.

• Updating departmental electronic systems and maintaining confidentiality.

• Assisting with cleaning audits, compliance monitoring and performance reports.

• Liaising with staff, supervisors, managers and hospital departments.

• Organising meetings, appointments and training sessions.

• Undertaking general office duties, including filing, scanning and data entry.

• Supporting the effective day-to-day delivery of Domestic Services.

The post holder must have excellent communication, organisational and IT skills, with the ability to prioritise workloads in a busy hospital environment.

Working for our organisation

One LSC is a corporate collaboration hosted by East Lancashire Hospitals NHS Trust, providing Estates and Facilities Services to Lancashire Teaching Hospitals NHS Foundation Trust.

Domestic Services plays a vital role in maintaining a safe, clean and welcoming environment for patients, visitors and staff across Royal Preston Hospital.

Our dedicated Domestic Services team works around the clock to deliver high standards of cleanliness and infection prevention, supporting patient safety and the overall patient experience.

We are a busy, diverse and supportive department, committed to teamwork, continuous improvement and delivering an excellent service. Our administrative team plays an essential role in supporting the day-to-day operations of Domestic Services, working closely with managers, supervisors and frontline staff.

We are looking for an enthusiastic, organised and approachable individual who takes pride in their work, communicates effectively and enjoys working as part of a team.

In return, you will be joining a friendly and supportive working environment where your contribution is valued, with opportunities to develop your knowledge and skills while making a positive difference to the services we provide.

We are committed to promoting equality, diversity and inclusion and creating a workplace where everyone feels respected, supported and valued.

Detailed job description and main responsibilities

The post holder will provide a comprehensive, efficient and professional administrative support service to the Domestic Services Department at Royal Preston Hospital, supporting the Domestic Services Management Team in the effective day-to-day running of the service.

Administrative and Clerical Duties

• Provide a full range of administrative and clerical support to Domestic Services Managers and Supervisors.
• Maintain accurate electronic and paper-based records, ensuring information is updated and stored appropriately.
• Prepare letters, reports, spreadsheets, meeting documents and other departmental correspondence.
• Undertake general office duties, including filing, scanning, photocopying and data entry.
• Maintain and update departmental databases, trackers and electronic systems.
• Assist with the preparation and distribution of departmental communications, notices and staff information.
• Prioritise daily workloads to ensure administrative tasks are completed accurately and within agreed timescales.

Reception, Communication and Customer Service

• Act as the first point of contact for Domestic Services staff attending the departmental reception window.
• Respond to staff enquiries professionally, providing appropriate information, guidance and assistance.
• Answer incoming telephone calls, take accurate messages and direct enquiries to the appropriate manager or supervisor.
• Monitor and respond to departmental emails, ensuring enquiries and requests are actioned or escalated in a timely manner.
• Liaise with Domestic Services staff, supervisors, managers and other hospital departments to support effective communication.
• Maintain a friendly, approachable and professional manner when dealing with staff, visitors and colleagues.
• Handle sensitive or confidential enquiries with discretion, escalating concerns where appropriate.

Workforce and Staff Administration

• Support the administration of staff sickness absence, return-to-work documentation and associated records.
• Assist with maintaining annual leave records, staff working patterns and rota information.
• Support the recruitment and onboarding process for new employees, ensuring relevant documentation is completed and recorded.
• Maintain staff training records and assist with arranging mandatory and departmental training sessions.
• Support the administration of staff meetings, probationary reviews and other workforce-related processes.
• Ensure staff records are maintained accurately and in accordance with organisational policies and confidentiality requirements.

Cleaning Compliance and Performance Monitoring

• Assist with the collection, recording and reporting of cleaning audit results and departmental performance information.
• Support the Domestic Services Management Team in maintaining records relating to the National Standards of Healthcare Cleanliness.
• Update cleaning compliance trackers, action plans and other monitoring documentation.
• Assist with the preparation of performance reports and management information.
• Liaise with supervisors and managers to obtain outstanding information and ensure records remain up to date.
• Support the monitoring of departmental actions and follow-up requirements.

General Responsibilities

• Work collaboratively with the wider Domestic Services team to support the effective delivery of services across Royal Preston Hospital.
• Maintain confidentiality and comply with information governance and data protection requirements.
• Demonstrate excellent organisational skills and the ability to manage competing priorities within a busy working environment.
• Use initiative to resolve routine administrative enquiries, seeking guidance from management when required.
• Contribute to improvements in departmental administrative processes and working practices.
• Attend relevant training and development activities to maintain the knowledge and skills required for the role.
• Undertake any other reasonable administrative duties appropriate to the grade of the post, as directed by the Domestic Services Management Team.

The post holder will be expected to demonstrate a flexible and proactive approach to their duties, maintaining high standards of accuracy, professionalism and customer service at all times.

Person specification

Education and Qualifications

Essential criteria

• Good standard of general education (including GCSE English and Math's or equivalent).

Desirable criteria

• ECDL or recognised typing qualification or relevant experience
• NVQ 2 in Administration or equivalent experience

Experience

Essential criteria

• Knowledge or experience of administrative or clerical systems and processes
• Competent use of IT systems, including accurate data entry and record keeping.
• Experience dealing with enquiries by telephone, email or face to face.

Desirable criteria

• Experience in an NHS, healthcare or other busy service environment.
• Experience assisting with audit information, spreadsheets or performance reports.
• Experience supporting workforce administration, such as training, recruitment or absence records.