Administrative Assistant - Milton Keynes, United Kingdom - Milton Keynes University Hospital

    Milton Keynes University Hospital
    Milton Keynes University Hospital Milton Keynes, United Kingdom

    2 weeks ago

    Default job background
    Permanent
    Description

    Job overview

    Administrative Assistant

    Department: Hotel Services

    Band 3 £22, - £24, per annum pro rata

    Hours: 20 per week, all MKUH roles will be considered for flexible working

    We are seeking to appoint the post of Administration Assistant. This is a key post within the Hotel Services team at MKUH and it will allow the appointed candidate to play an important role in our services across the Trust.

    Reporting into the Hotel Services Administration Manager, the post – holder will have a key role in supporting the Hotel Services Team with payroll, sickness absence, reports, ordering, invoice processing and some data entry.

    Interview date: 15/05/24

    Main duties of the job

    You will have the responsibility for the day – to – day administration, maintenance, keeping of information and records that allow the Hotel Services to operate. The post supports a bedded acute hospital, public restaurant, hospitality, and vending outlets.

    If you are looking for a busy fast paced environment where people really care about the in touch.

    Working for our organisation

    Milton Keynes University Hospital NHS Foundation Trust, in partnership with the University of Buckingham, is a University Teaching Hospital; we conduct research and teaching on site to improve the care of our patients. The hospital is undergoing significant investment, and we are proud to be rated good by the CQC. Visit our website to catch up on our latest news.

    Detailed job description and main responsibilities

  • Input stock orders onto the department's computerised catering stock management system to produce official orders following agreed deadlines and time schedules.
  • Place orders with suppliers via supplies order portal and email (where appropriate).
  • Check order confirmation to ensure all items are in stock and initiate corrective action with the supplier or alternative suppliers for any out-of-stock products
  • Responsible for matching delivery / invoices with orders
  • Initiate corrective action with suppliers to rectify incorrect deliveries (re-delivery of product / credit notes)
  • Prepare relevant reports for admin and manage own diary in terms of planning and organising set tasks.
  • Input deliveries and invoices onto stock management system.
  • Input stock movements/wastage onto stock management system.
  • Preparing a weekly export file of all invoices from catering cost control system to the Finance Purchase ledger system
  • Create documents / spreadsheets / reports as required using IT Systems
  • Use Trust systems to input electronic data as required

    • Please refer to the attached Job Description for more details on the role and responsibilities.

    Person specification

    Qualifications and knowledge

    Essential criteria

  • GCSEs – A-C one of which must be English Language
  • NVQ Level 3 in Administration
  • Candidates must be able to demonstrate a level of knowledge gained from previous satisfactory clerical or admin experience.
  • Good working knowledge of Microsoft Word and Excel
  • Knowledge of bespoke software programs

    • Experience

    Essential criteria

  • Experience in an administrative and / or client facing support role
  • Data inputting – ability to input and retrieve information on a computerized system
  • Considerable experience in Microsoft Office applications (Word & Excel)

    • Desirable criteria

  • Experience of bespoke software programs

    • Skills

    Essential criteria

  • Computer Literacy
  • Good written and verbal skills
  • Effective team worker
  • Ability to prioritize
  • Ability to maintain a professional attitude in a pressurized environment
  • High quality customer services skills

    • Personal and people development

    Essential criteria

  • Commitment to personal development
  • Must be adaptable
  • Able to work under pressure
  • Have a professional attitude
  • Good team spirit
  • Proactive attitude
  • Friendly disposition

    • Communication

    Essential criteria

  • Effective verbal and written communication skills
  • Good telephone manner
  • Good interpersonal and communication skills
  • Ability to communicate with staff at all levels
  • Able to work under pressure and deal with difficult situation with patience, diplomacy, maturity and empathy.

    • Specific requirements

    Essential criteria

  • Able to perform the duties of the post with reasonable aids and adaptations