Administration & Reception Assistant - Dundee, United Kingdom - Bellrock Property and Facilities Management

Bellrock Property and Facilities Management

Verified Company

Dundee, United Kingdom

4 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Administration & Reception Assistant

At Bellrock, we harness technology to give our customers an experience that not only leaves them with advanced building systems, but with peace of mind, and we unlock that by being technology-led but people-driven.

When you're part of Bellrock, you'll get everything you need to be your best at work - because our people are the heart of our business and we're all about helping them to shine.

To operate as an Administration / Reception Assistant incorporating a number of roles, to assist the contractual obligations and co-ordinating all the necessary information requirements, to ensure the contract is managed effectively.

The role will also involve scheduled timed maintenance of a computerised system that monitors and controls a real time helpdesk, reactive work, planned maintenance, labour utilisation, sub-contract agreements and performance reporting.

Organise access for Staff, Visitors, and Subcontractors.

How will you be the change?:

We believe every role is essential to providing that peace of mind for our customers - whatever part of the business you're in - every role plays a part in driving us further and everyone can be the change.

That's how we deliver value for our customers, and building systems that lead the way.

And as an Administration & Reception Assistant with Bellrock you'll do it by

Safety, Health & Environment

To ensure that statutory requirements, codes of practice and procedures relating to the Health and Safety at Work and any other relevant enhancements are met in full.
To work in a safe and healthy manner for the benefit of themselves, Company, site personnel, client personnel, other contractors, visitors and members of the public.
Operate Work Permits and Risk and Method Statements for Contractors/Subcontractors/Suppliers.

Operations

Operate a computerbased Facilities Management maintenance database.
Log all reactive faults on the database, informing the relevant department, maintaining communication with the client and informing when works are completed, where applicable.
Assist the Contract Manager & Senior Staff in the coordination of all onsite activities and meetings.
Operate helpdesk taking calls and passing work to Facilities Management staff and subcontractors.
Deal with enquiries, reception duties and Ward and NHS Admin staff communications.
Filing and office procedures and documentation for all Departments.
The post holder may be required to undertake any other duties which are deemed reasonable and are required within the nature of the duties and responsibilities of the post.
Assisting with Mental Health Tribunals
Assisting disabled visitors and staff around the hospital
Car park management
Taking in NHS bloods and safely storing at Reception
Issuing of Access cards through computer system
CCTV operation
Liaising with NHS IT
Assisting patients who attend outpatient clinic appointments and liaising with Crisis Resolution Team
Assisting Contractors
Updating Personnel Files.
Dealing with catering requests
Enhancing Reception's appearance
Updating Risk Assessments
Ordering and maintaining stock of cleaning consumables
Order of food for NHS patient.
Input of all staff data for payroll, including sickness deductions and overtime payments.
Deputise for the senior Administrator to complete all life cycle requests and update the site Life Cycle Planner.
Complete rechargeable repair documentation and finalise billing through the NHS Pecos system.
Complete KPI reports and distribute accordingly.
Operate the planned preventative maintenance programme ensuring completion times are met.

Financial

To ensure correct and efficient use of all cleaning equipment, supplies and materials.
Raise orders and liaise with the Accounts department.
Check and record invoices and submit them for certification and authorisation.
Maintain financial records.
Monthly billing costs for invoicing
Collect all petty cash on a weekly basis, secure funds and bank on a monthly basis, ensuring all petty cash receipts.

Commercial

Promote the Company name through the course of working practices.

Decision Making Authority

Health & Safety issues
Safe work methodology
Risk Assessment / COSHH
Assigning works to FM staff / subcontractors Deputising for FM Soft Services Manager

Human Resources

To adhere to all Company HR policies and procedures, including Criminal Records Bureau (CRB) checks, Protecting Vulnerable Groups (PVG) as required

Interaction with others

Contract Manager / Soft Services Manager / Technical Staff / Hotel Services Staff
Helpdesk Supervisor / Admin Team
Client and Carseview Centre Staff / visitors / members of public.
Subcontractors and Suppliers

**Additional Duties