Security And Car Park Admin Assistant

Chartwells Independent; Knowsley; On-site; GBP 21,000 - 26,000; Full time

Job summary

Medirest, part of Compass Group UK&I, provides an administrative support role within an NHS Trust context. The post is office-based, requiring handling of clerical duties, information governance and infection control practices to ensure safe, confidential service delivery.

Applicants should be able to work as part of a team, manage queries, maintain records and support managers with day-to-day administrative tasks in a healthcare setting.

Qualifications

• To provide an efficient and effective support service in respect of administration and clerical duties.
• Ability to communicate with colleagues, patients, staff and visitors.
• IT literacy with Microsoft packages and administrative systems.

Responsibilities

• Despatch, collect and compile relevant information.
• Process Staff parking application forms and relevant personnel details.
• Keep Car Parking Database up to date.
• Read and reply to emailed Car Parking queries.
• Answer the telephone, deal with telephone enquiries and take messages in a polite and professional manner.
• Maintain confidentiality in line with Data Protection Act 2018.
• Maintain Health & Safety practices.
• Work as part of a team to develop administrative systems.

Job description

Job Purpose

• To provide an efficient and effective support service in respect of administration and clerical duties provided to teams and managers based within the department.

Role of the Department

To provide a proficient and comprehensive administrative service to managers and staff within Medirest Team.

Key Result Areas

• Despatch, collect and compile relevant information.
• Process Staff parking application forms and relevant personnel details.
• Keep Car Parking Database up to date.
• Compile up to date list of parking violations
• Read and reply to emailed Car Parking queries.
• Contact end user if they have any Car Parking queries.
• Answer the telephone, deal with telephone enquiries and take messages in a polite and professional manner.
• Keep records as necessary.
• Manage ticket requests (Ad hoc).
• Order stock when required.
• Identify and develop opportunities, through initiative ideas and creative thinking (by being proactive).
• Collate permit audits.
• Perform any duties as requested appropriate to the needs of the business, including ID Access requests
• As part of a team develops and implements administrative systems.
• Ensure that information and data is accurate and handled in an appropriate way.
• Monitors and maintains systems/processes in relation to own work.
• To ensure that Health & Safety practices are performed and are appropriate to self and others.
• To ensure that confidentiality is maintained at all times in line with Caldecott principles and the Data Protection Act 2018. In line with GDPR framework.
• Work as a team to keep a security first mindset.

Legal Compliance

• The ability to communicate and work with colleagues, patients, other members of staff and visitors to the Hospital.
• Awareness of health and safety issues.
• Understanding of a range of routine work procedures.
• Ability to organise own day-to-day work and work to KPI's
• Understanding of relevant Manual Handling procedures and protocols.
• Understanding of basic Infection Control.
• Ability to work on own initiative and prioritise work.

Physical and Mental Skills

• To possess good communication skills both written and verbal and listening skills.
• Ability to deal with and communicate with a wide variety of people.
• To possess knowledge of IT and Microsoft packages and administrative systems to enable development of these within own role.
• Good time management skills with the ability to prioritise work using own initiative, most of which is routine but regularly interrupted by demands of other staff.
• Experience of working as part of a team to ensure that service delivery is maintained.
• To have good keyboard skills. The post requires the need for good hand eye co-ordination to enable speed and accuracy when transferring information from written format on to a computerised system.

Freedom to Act

• The role has set policies and procedures to work to, with guidance from standard operating procedures.
• The jobholder will be aware of standards to be achieved, but a supervisor or manager will be available for reference.

Physical, Mental and Emotional Effort Required

• The post holder may spend up to an hour at a time in a sitting position checking and inputting information on to a computerised system.
• Concentration is needed when transferring information from paper to computerised systems to meet assessment timescales, especially as the work can often be interrupted by service users and staff.
• There will be occasions when the post holder will come into contact, either by telephone or in person with service users or staff that are distressed or angry and will have to use their skills to diffuse the situation and deal with appropriately.
• Relate difficult information to staff.

Data protection and Information Governance

All staff having access to computer information are subject to the Data Protection Act 2018, and Information Governance policies and procedures. All staff, whether permanent, temporary or contracted, including students, contractors and volunteers are responsible for ensuring they do not divulge personal details and are aware of the Information Governance requirements in the NHS and for ensuring they comply with these on a day to day basis.

Infection control

Infection Control is everybody's responsibility. All staff, both clinical and non-clinical, are required to adhere to the Trust's Infection Prevention and Control Policies and make every effort to maintain high standards of infection control at all times thereby reducing the burden of Healthcare Associated Infections including MRSA.

All staff employed by Medirest have the following key responsibilities:

• Staff must wash their hands or use alcohol gel on entry and exit from all clinical areas and /or between each patient contact.
• Staff members have a duty to attend mandatory infection control training provided for them by the Trust.
• Staff members who develop an infection (other than common colds and illness) that may be transmittable to patients have a duty inform their manager

Outline of Working Conditions

• The post is office based with long periods of time spent sitting answering the telephone, checking and inputting information onto a computerised system.
• The role is influenced by the demands of the service users, which may lead to increases in pressure and workload.

Part of Compass Group UK&I, Medirest is the specialist healthcare operating company of Compass Group UK & Ireland, providing a full range of hotel services, including staff, patient and visitor catering, domestics, portering, security and reception, at over 130 NHS Trusts and private hospitals.

Job Reference: com/1509/71996012/52810829/R/STC #Medirest

Compass Group UK&I is committed to fostering an environment where every individual can truly be themselves at work and has equal opportunities to advance in their careers. We strive to build a culture that respects and celebrates the unique talents, beliefs, backgrounds, and abilities of all our team members. We want our colleagues to feel valued, empowered to reach their full potential, and to thrive - because diversity is our strength!