About this role
Job summary
Would you like to be part of a high-performing Trust that values, recognises, and celebrates its staff? If so, Bedfordshire Hospitals NHS Foundation Trust could be the perfect place for you.
This is an exciting time to join our newly formed Trust, which operates two busy hospital sites in Bedford and Luton. Our teams deliver high-quality care to a growing population of around 700,000 people across Bedfordshire and the surrounding areas.
We are now offering an opportunity within the Estates and Facilities Directorate for an Administrator and Receptionist. This role will act as the main point of contact for visitors to the department and provide a confidential, professional administrative service to support the wider Estates and Facilities team.
Main duties of the job
The post holder will act as the main receptionist for visitors to the department and provide a confidential, professional administrative service to the Estates and Facilities team.
You will play a key role in supporting the department, so a genuine commitment to delivering excellent administrative support is essential. The role is based at the Bedford Hospital site, working Monday to Friday, 37.5 hours per week.
All new staff will be subject to a probationary period covering their first six months in post.
About us
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job.
Job description Job responsibilities KEY RESPONSIBILITIES
Main Reception Duties Act as the primary receptionist for all visitors to the Estates & Facilities Department.
Raising Orders Process purchase orders and uniform orders for the Estates & Facilities team.
General Administration Provide daytoday office support and adhoc administrative or secretarial assistance to the Estates team.
Record & Database Updates Maintain and update tracking logs, monitoring records, and Excel databases.
Office Housekeeping Ensure communal office areas remain tidy and wellorganised.
Reception Responsibilities The post holder will act as the main point of contact for all visitors to the Estates & Facilities Department. Duties include:
Greeting visitors and contractors, managing signin processes, issuing security passes and parking permits, and responding to enquiries.
Answering telephone calls, taking messages, and handling enquiries from both internal and external callers.
Managing deliveries to the department or redirecting them appropriately.
Sorting and distributing incoming mail and deliveries.
Please refer to the attached JD file.
Person Specification
Knowledge Essential
Knowledge of role of Estates & Facilities Knowledge of ordering and purchasing of supplies /equipment
Desirable
Knowledge of working in a hospital / public environment Experience using Trust ordering system
Qualifications Essential
Good all round standard of education Good knowledge of Microsoft Office ie Word, Excel, Outlook
Desirable
ECDL qualification or equivalent NVQ in Business Admin PowerPoint
Experience Essential
Experience in an office based environment Experience of a wide range of administration Experience of working in a busy Reception
Desirable
Previous experience of working in a hospital and / or estates management office
Comunication Skills Essential
Good written and verbal communication skills Able to communicate clearly with a range of people including contractors, colleagues, Trust staff, suppliers
Skills Essential
Excellent customer care skills Computer literate Accurate keyboard skills
Desirable
Experience of using E&F related IT systems ie bespoke spread sheets / annual leave records / maintenance logs
Personal Characteristics Essential
Ability to organise and prioritise workload Ability to work under own initiative Self-starter, confident in a pressurised environment Willing to work in a flexible manner Cheerful and pleasant personality
Desirable
Be able to flex hours of work to ensure adequate cover of busy reception
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details Employer name Bedfordshire Hospitals NHS Foundation Trust
Address Bedford
Kempston Road
Bedford
MK42 9DJ
United Kingdom
Employer's website https://www.bedfordshirehospitals.nhs.uk/working-here/ (Opens in a new tab)