NHS Administrative Assistant BD9 area

NHS Administrative Assistant – Bradford
📍 Location: Bradford BD9 area
🕒 Hours: Monday to Friday, 0730am - 330pm or 0800 -4pm 
💷 Pay Rate: £12.21 per hour
Start Date: Immediate 

🔹 About the Role
We’re seeking a reliable and detail-oriented Administrative Assistant to join the team in Bradford. This full-time position offers a stable weekday schedule and the opportunity to support vital healthcare services.

🔹 Key Duties
• The postholder will be responsible for the provision of an efficient and effective administrative service for the Estates and Facilities Directorate.
             

1. Job Dimensions:

 
The postholder will be expected to work as part of a team supporting successful delivery of the E&F Helpdesk services for the Trust.

1. Organisational Chart: (Attached)

 

1. Knowledge, Skills & Experience Required.

 
Please refer to person specification.
 

1. Primary Duties & Areas of Responsibility:

 

• Welcome visitors to the department and signposting them to the correct area

 

• Carry out reception duties including management of keys using the Trust’s computer system (Keytracker),

 

• Issue of contractor car parking permits and appropriate equipment as required on a daily basis

 

• Issue of staff temporary parking permits as and when required

 

• Ensure appropriate authorisations are in place for the issue of access cards to contractors who need access to restricted areas using the Trust’s computer system (Continuum).

 

• Take telephone Helpdesk requests from wards and departments throughout the Trust and on behalf of community properties

 

• Input data related to Estates & Facilities Helpdesk requests using the Directorate’s computer system (Planet)

 

• Prioritise and respond to Helpdesk related queries and complaints from wards and departments in a professional manner, and ensure action is taken by the Maintenance Team as appropriate

 

• Use initiative to deal with routine and some non-routine problems that may arise and be aware when to escalate issues to the Helpdesk Team Leader, or the Business Administration Manager.
• Understands the limits and scope of the job role and the need to only do tasks they have been trained to do. Knows when to escalate when a situation is beyond their scope of practice.

 

• Assist with monitoring ID Badge stock levels

 

• Process purchase orders using the Oracle system

 

• Enter receipt of goods/services for purchase orders on the Oracle system once approved by project leads

 

• Review Oracle notifications and ensure appropriate action is taken to enable supplier invoices to be cleared for payment in a timely manner

 

• Update and maintain departmental purchase order master report, including progress chasing suppliers for the timely submission of invoices in line with Trust timescales supporting adherence to Trust payment terms

 

• Provide general administrative support including typing of letters, formal minutes, memos, reports, filing, photocopying, scanning, etc.

 

• Input information into spreadsheets.

 

• Word processing of routine correspondence such as letters, memos, labels and reports as directed by the senior administrator.

 

• Effective management of meeting room diary.

 

• Maintain and monitor stationary stocks and general office supplies.

 

• Issue clock cards on a weekly basis.

 

• Input month end financial figures.

 

• Inputting of bookings.

 

• Ensure office systems are organised and tasks performed to the required deadlines.

 

• Arrange meetings, including preparation and circulation of agendas, take minutes of meetings as required exercising judgement to resolve any issues. Create action logs and circulate minutes as per distribution list.

 

• Check and action the following Oracle reports and report findings to the E&F Business Administration Manager:

 

• Goods Received Not Invoiced (GRNI),
• Notifications

 

• Develop and maintain adequate filing systems appropriate to the Directorate in accordance with the Trust & department Records Management Policy.

 

• Take and pass on messages in a timely manner.

 

• Ensure receipt and timely distribution of internal post.

 

• Deal with telephone/email enquiries, both internally and externally.

 

• Process Identification (ID) Badge applications in a timely manner in accordance with Trust Policy

 

• Be prepared to undertake any necessary training to develop Estates & Facilities services.

 

• Such other duties at a comparable level of responsibility, as may be allocated to the post.

🔹 Ideal Candidate
• Previous administrative experience 
• Strong communication and organisational skills
• Proficient in Microsoft Office and data systems
• Professional, calm, and attentive to detail

📞 To Apply:
email your CV to matkinson@meridianbs.co.uk
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