Office Administrator

Office Administrator (Band 3)

Lisburn

Temporary

The Client: Local Healthcare body based in Lisburn

The Role: Office Administrator

JOB SUMMARY

PaLS provide a Regional Community Equipment and Continence Service (CECS) based at Lissue Industrial Estate and Campsie Industrial estate. The post holder will work as part of a dedicated team providing a single point of contact for clients in the community, helping to deliver an efficient and effective service to HSCNI. The post holder will be responsive to the ring back service, inputting requisitions, scheduling and co-ordinating deliveries and collections of daily living equipment and continence products to clients throughout HSCNI.

KEY DUTIES/RESPONSIBILITIES

• Operating PC with various software packages to ensure that an efficient and effective service is provided to both Trust professionals and clients of the Community Equipment and continence service.
• Liaison with professional staff e.g. Occupational Therapist, District Nursing to ensure information on system is up to date and accurate.
• Schedule and co-ordinate the delivery and collection of both community equipment and continence products to ensure maximisation of vehicle runs.
• Dealing with members of the public either at the counter or via telephone, ensuring that their product request/issues are dealt with in a courteous and timely manner.
• Preparation of Equipment Collection Dockets, liaison with clients for scheduling uplift and return of CECS equipment to Warehouse. Proactively seeking to ensure equipment is returned and credited.
• Responsible for ensuring that the filing of requisitions, delivery and collection notes and all other paperwork is completed daily.
• Ensuring that all returned equipment is accurately recorded on all relevant internal and external electronic databases.
• Investigate and resolve all customer queries.
• Confirming and completing non-stock receipts on the host financial system.
• Action Customer Care Reports - Information, requests/ requisitions, Service and Product Queries as appropriate.
• Assist in expediting of stock and non-stock orders to ensure continuity of supply to customers.
• Provide support to management/supervisors in all matters relating to the Community Equipment and Continence Service.
• Maintain an up to date waiting list for equipment.
• Assist as and when required in Stock Counts.
• Assist in the management of the community Equipment Stock and Non Stock Catalogue.
• Assist management in reviewing of the range of items held in stock, assessing new stock item application in the light of throughput contribution and costs.
• Carry out accurate and timely stock and non-stock requisition inputting in line with warehouse picking requirements and customer delivery and collection schedules.
• Liaise with suppliers when processing goods to be returned for credit.

RAISING CONCERNS - RESPONSIBILITIES

• The post holder will promote and support effective team working, fostering a culture of openness and transparency.
• The post holder will ensure that they take all concerns raised with them seriously and act in accordance with the Trust's 'Your Right to Raise a Concern (Whistleblowing)' policy and their professional code of conduct, where applicable.

GENERAL REQUIREMENTS

The post holder will be required to:

• Ensure the Organisation's policy on equality of opportunity is promoted through his/her own actions and those of any staff for whom he/she has responsibility.
• Co-operate fully with the implementation of The Organisation's Health and Safety arrangements, reporting any accidents/incidents/equipment defects to his/her manager, and maintaining a clean, uncluttered and safe environment for patients/clients, members of the public and staff.
• Adhere at all times to all Trust policies/codes of conduct, including for example:
  • Smoke Free policy
  • IT Security Policy and Code of Conduct
  • Standards of attendance, appearance and behaviour
• Contribute to ensuring the highest standards of environmental cleanliness within your designated area of work.
• Co-operate fully with regard to Trust policies and procedures relating to infection prevention and control.
• All employees of the Organisation are legally responsible for all records held, created or used as part of their business within the [org name] including patients/clients, corporate and administrative records whether paper-based or electronic and also including emails. All such records are public records and are accessible to the general public, with limited exceptions, under the Freedom of Information act 2000 the Environmental Information Regulations 2004, the General Data Protection Regulations (GDPR) and the Data Protection Act 2018. Employees are required to be conversant with the Trust policy and procedures on records management and to seek advice if in doubt.
• Take responsibility for his/her own ongoing learning and development, in order to maximise his/her potential and continue to meet the demands of the post.
• Represent The Organisation's commitment to providing the highest possible standard of service to patients/clients and members of the public, by treating all those with whom he/she comes into contact in the course of work, in a pleasant, courteous and respectful manner.

This Job Description will be subject to review in the light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time.

It is a standard condition that all Trust staff may be required to serve at any location within the Trust's area, as needs of the service demand.

Hours of work: Full-time: 37.5 hours

Requirements:

• 5 GCSE's at Grade A-C including English Language or Equivalent/higher qualification

AND

• 1 years' experience in a clerical/administrative role

OR

• 2 years' experience in a clerical/administrative role

• Experience in the use of Microsoft Office products including Word, Excel and Outlook

Other: Hold a current full driving licence which is valid for use in the UK and have access to a car on appointment. This criteria will be waived in the case of applicants whose disability prohibits driving but who have access to a form of transport approved by the Trust which will permit them to carry out the duties of the post.

In Return: £11.67 per hour

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