Job summary
- Main area
- Administrative
- Grade
- AFC Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (Monday - Friday 0800 - 1600)
- Job ref
- 321-CORP-6549592-B3-PUB
- Employer
- Oxford University Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- Horton Hospital
- Town
- Banbury
- Salary
- £24,071 - £25,674 per annum pro rata
- Salary period
- Yearly
- Closing
- 18/12/2024 23:59
- Interview date
- 23/12/2024
Employer heading
Facilities Administrative Assistant Horton
AFC Band 3
Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research.
The Trust comprises of four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.
Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence. These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via the OUH YouTube channel.
Many of our recruitment programmes use Value Based Interviewing to identify those who have the skills we seek, who share our values and who are able to deliver compassionate excellence from the outset. We know that this makes a significant difference to your job satisfaction and above all the outcomes and experience of our patients and their families. For more information about our Values and Value Based Interviewing please visit www.ouh.nhs.uk/about/vision-and-values
Job overview
An opportunity has arisen to support the Catering & Facilities Department with administrative support with the data entry of patient menus and the ordering of provisions and Invoice payments.
To ensure the provision of an effective, efficient, and professional administrative and secretarial support service to the Horton Hospital Facilities Team.
To provide administrative cover, in the event of annual leave and sickness, to other administrative roles within the Horton Facilities team ensuring a flexible and continuous administrative and secretarial support service to the department.
Main duties of the job
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Collect & collate patient menus for lunch & supper service using the catering specific database ensuring correct food provisions are passed to the prep room and diet kitchen for production.
To check ward fridge stock including daily milk & bread supplies, check the use by dates and fridge temperatures.
Add daily activity information relating to in and day patient meals, snack boxes & food wastage to the monthly analysis sheets.
Use the computerised Trust and Directorate ordering and financial systems for the production of orders, reports, and the processing of invoices. Update information on monthly/annual spreadsheets.
Working for our organisation
Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research.The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury. For more information on OUH please view OUH At a Glance by OUHospitals - Issuu
Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community.
We call this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence.
These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via the OUH YouTube channel.
Detailed job description and main responsibilities
JOB TITLE: Facilities Administrative Assistant Horton
DEPARTMENT: Estates and Facilities Directorate
GRADE: AFC Band 3
REPORTING TO: Catering Manager and Finance & Administrative Officer
ACCOUNTABLE TO: Senior Operational Services Manager
Main Purpose of the Post
To ensure the provision of an effective, efficient, and professional administrative and secretarial support service to the Horton General Hospitals, Facilities Team.
To provide the Catering Department with administrative support with the data entry of patient meals and the ordering of provisions.
To provide administrative cover, in the event of annual leave and sickness, to other administrative roles within the Horton Facilities team ensuring a flexible and continuous administrative and secretarial support service to the department.
Key Responsibilities:
Collect & collate patient menus for lunch & supper service using the catering specific database ensuring correct food provisions are passed to the prep room and diet kitchen for production.
To check ward fridge stock including daily milk & bread supplies, check the use by dates and fridge temperatures.
Add daily activity information relating to in and day patient meals, snack boxes & food wastage to the monthly analysis sheets.
Use the computerised Trust and Directorate ordering and financial systems for the production of orders, reports, and the processing of invoices. Update information on monthly/annual spreadsheets.
Keep up to date records of all catering stocks ensuring provisions are available at all times, on occasion place catering order to suppliers either on line or by telephone.
To produce all catering related recharges and invoices ensuring funds are received into the Facilities budgets.
To respond to telephone enquiries issues or problems ensuring information is communicated to the appropriate managers.
To provide an administrative and secretarial service which encompasses all forms of verbal and written communication to staff across the organisation and third-party suppliers.
Administer, organise, and manage information that may at times be sensitive, personal, or confidential.
To acquire the knowledge and experience in the completion of staff health-roster and e-tad payroll systems.
To provide cover in the event of annual leave and staff sickness for the Horton ID & car parking office, ensuring staff ID badges, concessionary & car parking permits are issued in line with the Trusts security and car parking policies.
Provide secretarial support to operational managers including filing, copying, post, letter writing, archiving and document distribution.
To use advanced key board skills to produce accurate correspondence and documents.
To produce and maintain spread sheets, reports, specifications, and statements as directed occasionally from raw data and information using the full range of Microsoft Office software.
Carry out any other reasonable duties that may be required by the Senior Facilities Services Manager and Facilities Managers.
Person specification
.
Essential criteria
- Data Input
- Computer experience
Desirable criteria
- has worked in a healthcare environment
.
Essential criteria
- Good standard of Education
- Able to Communicate in written & Spoken English & mathmatical experience
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Diana Beere
- Job title
- Catering Manager
- Email address
- [email protected]
- Telephone number
- 01295 229427
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