Operations Administration Officer
The company is a separate legal body to North Tees and Hartlepool NHS Foundation Trust. The successful applicant will be an employee of the subsidiary and not the NHS.
North Tees & Hartlepool Solutions offers its own Terms and Conditions of employment which differ from the national NHS Terms and Conditions. As an employee in the company you will benefit from:
- A competitive salary
- Excellent performance related bonus scheme
- Up to 33 days annual leave plus bank holidays (dependant on service and contracted hours)
- Access to a pension scheme - National Employment Savings Trust (NEST) – North Tees & Hartlepool Solutions will pay a 3% contribution (this is above the minimum contribution rate at the present time)
- Night shift working allowances (where appropriate)
- Bank holiday working allowances (where appropriate)
The Disclosure and Barring Service (DBS) check will be paid for by North Tees and Hartlepool Solutions, however, should you fail to satisfactorily complete the probationary period, you will be charged for the DBS check as a deduction from your final salary.
Job overview
Working under the direction of the Car Parking & Administration Manager, the role of Operations Administration Officer will require you to use appropriate technologies and equipment to assist in the provision of an efficient, effective, comprehensive and timely administrative service to our organisations operational departments.
The successful applicant will provide a front of house presence within the Security Office at the University Hospital of North Tees, assisting staff, patients & visitors with enquiries relating to car parking.
This post may close when sufficient applications have been received
Main duties of the job
Assist in the provision of a comprehensive and timely administrative support service to the department, following all relevant operational policies, procedures and guidelines.
Provide a front of house presence within the Security Office at University Hospital of North Tees, assisting with car parking related enquiries from staff, patients and visitors.
Hold overall administrative responsibility for one key area of the Director of Operations structure (Car Parking) whilst having an awareness of the administrative duties in each of the other areas to provide support based on departmental pressures or to cover absence periods.
Hold ‘super user’ access to technology platforms utilised by the department (ParkingEye, telephone system) as appropriate, providing information to other NTH Solutions and Trust departments when requested in a timely manner.
Raise, receipt against and log purchase orders as required by the department via Oracle.
Provide support to the Director of Operations, Operations Managers and Facilities Service Leads in the completion of Health Roster data input including information required for Payroll, and the booking and recording of staff annual leave and absences via the appropriate department mechanisms.
Working for our organisation
At North Tees & Hartlepool NHS Foundation Trust our main priority is, and always will be, to provide safe and high quality care to our patients every day; the kind of care we would want for ourselves and our loved ones. We want our organisation to be the best place to work with the right staff, in the right roles, at the right time, to ensure we deliver exceptional patient care and experience.
NTH Solutions is a subsidiary company of North Tees & Hartlepool NHS Foundation Trust, the successful applicant will be an employee of the subsidiary and not the Trust.
We will support staff through providing an inclusive and supportive workplace with health and well-being initiatives, staff benefits and opportunities for personal and professional development. Staff recognition is very important to us; as well as performance reviews and appraisals, we recognise staff through Star and Team of the month, colleague recognition – a note of thanks, Managers Awards, Shining Stars and Service Awards.
We recruit for values and “Together we are North Tees & Hartlepool”
Detailed job description and main responsibilities
Type miscellaneous correspondence, notes, reports, presentations etc. including highly confidential and complex documents to a high standard of quality using appropriate technologies.
Assist in the preparation of agendas and collating any related documents and information relating to meetings for distribution to participants, providing full administrative support to such meetings including minute taking where appropriate.
Act as point of contact and provide a coordinating role in support of staff by receiving and greeting visitors, coordination and provision of hospitality where appropriate. On occasion, this may require working in a public facing environment.
Dealing with telephone calls and queries in a manner that is consistent with legislation, policies and procedures whilst demonstrating effective communication skills and discretion, dealing with issues as they arise if appropriate and taking accurate written messages and passing more complex queries to relevant staff members where required.
Effectively coordinate the timely collection and processing of data and information relating to the service using appropriate technologies, collate feedback evaluations as required, including providing KPI information to the Governance and Assurance department as appropriate.
Deal with and prioritise all incoming post bringing information of key importance to the attention of the relevant staff and processing as directed.
Handle email correspondence received within the Car Parking Enquiries inbox in a timely manner, directing queries to other individuals within the team where appropriate relating to their administrative area.
Have a clear understanding of the General Data Protection Regulations (GDPR) and ensure all tasks are handled in line with the principles, including the handling, recording and storing of information whilst maintaining confidentiality where required.
Organise and plan own time, prioritising workload to ensure that all service requirements and priorities are met.
Any other ad-hoc duties as and when required in line with operational and service needs.
Demonstrate commitment to IWL principles and flexible working patterns, to meet the needs of the service and staff
Tackle discrimination and harassment, and promote equality and diversity in the workplace
Reduce sickness absence; work place accidents; and promote zero tolerance on violence against staff
Take responsibility for personal development and education and the development of a Personal Development Plan.
Person specification
Qualifications
Essential criteria- NVQ3 in Business Administration or equivalent experience
- GCSE Grade A-C in English & Mathematics
Experience
Essential criteria- Proven ability in administrative and clerical areas
- Computer literate with knowledge of Word, Excel and Access
- Proven experience of working as part of a team
- Previous experience of working within the public sector
Skills
Essential criteria- Good communication skills
- Competent in all Microsoft Office Systems
- Accurate data input skills
- Good organisation and time management skills
Recruitment services for North Tees & Hartlepool Solutions are provided by the Recruitment Team, North Tees and Hartlepool NHS Foundation Trust.
This advert for a vacancy with North Tees & Hartlepool Solutions appears under the authority of North Tees and Hartlepool NHS Foundation Trust.
This advert is placed by NTH Foundation Trust on behalf of North Tees and Hartlepool Solutions which is a Limited Liability Partnership operating services within NTH Foundation Trust. Please refer to the attached Terms and Conditions of Employment relating to this vacancy.
Please check your email address on a regular basis as applicants invited to attend an interview will be notified via this method.
As part of our recruitment process, you will be required to undertake pre-employment screening: Disclosure and Barring Scheme (previously Criminal Records Bureau)
Where a post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 it may be necessary for a submission for Disclosure to be made to the Disclosure and Barring Scheme to check for any previous criminal convictions. Should you require a copy of the Trust's Disclosure and Barring Service Policy, please contact a member of the Recruitment Team on 01642 624023.
Please note the essential qualifications required for the post outlined within the Person Specification. You are required to hold and provide evidence of the necessary qualifications for the post at interview should you be short listed.
As part of our pre-employment screening process, all applicants are required to provide references covering their last three years employment history. Applicants are requested to ensure e-mail addresses for all referees are included on their application form.Personal references are not acceptable.
If the hours advertised for the post are up to full time (37.5 hours per week), applications are still welcomed from individuals who may be seeking to work less than full-time hours and all requests will be considered in line with the post being appointed to for the successful applicant.
North Tees & Hartlepool NHS Foundation Trust operates a No Smoking Policy.
If you experience any technical difficulties applying for this post please contact a member of our recruitment team on 01642 624023 quoting the vacancy reference.
Equal Opportunities
The details in the Monitoring Information section of your application will be used for monitoring our recruitment process and will not be seen by the interview panel. The information you give will be treated in the strictest confidence. To meet its commitment to promoting equality of opportunity, the Trust’s policy is that individuals will be recruited, trained and promoted according to ability and job requirements only.As such we welcome your application irrespective of your gender, race, disability, colour, ethnic or national origin, and nationality, and marital status, responsibility for dependants, religion, trade union activity and age.
Disability
The Trust gives full and fair consideration to applications for employment received from disabled people. We are a “Positive about Disabled People” employer, and we hold the ‘two ticks’ Disability Symbol, which is a recognition given by Jobcentre Plus to employers who have agreed to meet five commitments regarding the recruitment, employment, retention and career development of disabled people.If you have a disability, which makes it difficult for you to complete our application form, please do not hesitate to contact the recruitment team on 01642 624023.
Armed Forces Covenant
As a supporter of the Armed Forces and an employer of Reservists, North Tees and Hartlepool NHS Foundation Trust are proud to be a signatory of the Armed Forces Covenant, which is a promise by the nation to ensure that those who serve or who have served in the UK Armed Forces (and their families) are treated fairly.
We recognise that reservists and veterans bring a variety of transferable skills and qualities to our workplace, developed through their military careers. Our commitment to supporting the Armed Forces Community has been recognised through the Armed Forces Covenant as a Silver Employer.
What does this mean?
We proactively demonstrate our forces-friendly credentials within our recruitment and selection processes, by having a Guaranteed Interview Scheme for those indicated as part of the Armed Forces Community. We engage with our local and regional Career Transition Partnership representatives and are a member of Step Into Health.We employ veterans and reservists from differing branches of the Armed Forces and actively promote our positive policies for the Armed Forces Community, including our Special Leave policy. We advocate support for defence people issues, including facilitating easier access to Healthcare Services for our patients within the AF Community.
We have supported employees through Reservist training, through additional leave for their training and ongoing support under our Special Leave policy.