Admin Assistant- Facilities

• In this role you will be responsible for
• Receiving and processing telephone requests for maintenance, utility work, complaints and complements, general requests and enquiries, transcribing telephone based voicemail calls. 
• Ensuring all internal and external telephone requests or enquiries are dealt with in an efficient, effective and professional manner.
• Manage and maintain facilities/estates bases software (C4C/Eclipse), providing customer feedback on reported defect progress on request.  Tracing jobs where job numbers have been mislaid/lost.  Archiving all defects and planned preventative maintenance tasks
• Proficient in the use of the company email, voicemail systems and internal and external paging system.
• Responsible for site paging system equipment, i.e. Assessing all reported faulty pages replacing where necessary, replacement of batteries, lost/stolen pages reported and replaced
• Dealing with requests/compliments/complaints from managers (all levels), staff, visitors, patient clinical and non-clinical staff, customers and contractors enquiries via the front desk. 
• Responsible for ID badge processes.  i.e. Updating electronic ID request form, diarising all appointments, checking information and inputting data, taking photographs and printing off ID badges, recording, logging and filing information and allocation of badges.
• Ensuring all visitors sign in and out and are provided with visitors ID badges in line with hospital security procedures.
• Reporting any defects to relevant on and off-site maintenance companies, recording calls and job references and ensuring follow up calls where necessary.
• Input all job request/complaint etc. in call logging system ensuring job number is assigned to each call logged and assign jobs to the relevant department prioritizing requests as appropriate.  Ensure follow up calls for any outstanding jobs to ensure job closure.
• Assist in applying standard job times to utility tasks and prioritizing jobs as required.
• Collate call logs weekly using electronic spreadsheet.
• Prioritize and forward emergency jobs to appropriate Supervisor for allocation to relevant staff.
• Revert to manual process of written and verbal communication in the event of electronic system failure.
• File and maintain rolling five years of records for all jobs logged.
• Collate daily statistical data on job logging reports necessary for completion of monthly management report on performance.
• Maintain/record stationary stock levels, re-ordering where necessary.
• Liaise with staff/ patients/customers to complete customer feedback surveys.  Collating and inputting data collected from the surveys for inclusion in monthly managerial report.
• Update as necessary and distribute daily domestic and catering quality data recording sheets to all ward/department.  Collate recorded information ensuring anomalies are highlighted to relevant supervisor/manager to ensure closure.
• Ensure all staff personnel files are kept up-to-date and filed in chronological order.
• Cash handling – Ensure safe cheque is completed as per policy, and that money is signed both in and out by relevant nominated staff members.
• Distribute in-coming mail, Ensure outgoing mail is correctly addressed and delivered to mail room.  Complete recorded delivery notes as required and ensure delivery to mail room.
• Manage electronic diary system for booking of all function rooms, reverting back to manual process of written/verbal communication in the event of failure of system.
• Ensuring all catering hospitality requests are logged and processed in line with procedure.

This post is based at Glasgow Royal Infirmary and the shift pattern is Mon – Fri – 09.00 - 17.00 

​​​​​​​​​​​​​​Informal contact: Robert MacGregor, 01412013888, Robert.macgregor@ggc.scot.nhs.uk

EU Settlement Scheme

EU, EEA or Swiss nationals are strongly encouraged to join the EU Settlement Scheme prior to 30th June 2021.  As part of the recruitment process, you will be required to produce proof of your EU Settlement status from 1st July 2021 to demonstrate your Right to Work in the United Kingdom.

Existing employees may be asked to provide evidence of their EU Settlement Status from 1st July 2021.

Further information: https://www.gov.uk/settled-status-eu-citizens-families 

NHS Greater Glasgow and Clyde encourages applications from all sections of the community. We promote a culture of inclusion across the organisation and are proud of the diverse workforce we have.