Access Control Administration Officer - Nottingham, United Kingdom - Nottingham University Hospitals NHS Trusts

Description

Job summary

The Access Control Team is a small unit with a big job providing and maintaining staff access and identification badges for the NUH Trust, and they are the first point of contact for such matters. The team directly reports, and is accountable to, the Security Management Team, but they also closely work with the Recruitment Team and many other stakeholders to ensure that all staff, inclusive of new starters and temporary workers, are able and working in accordance with the Trust's security strategies and policies.

The Access Control Clerical Officer role is office-based and duties are typically shared between the offices at both the Queens Medical Centre and the City Campus, but the team outputs cover all activity across the Trust.

Due to the high efficiencies required of the Department, the post holder must have a high standard of customer service skill and ICT capability.

This is a Fixed Term Contract / Secondment post for 12 months.

Main duties of the job

The Access Control Office provides the day to day management and running of the Trust's access control system and the production and issue of the Trust's combined access control swipe card and identification card. The post holder will operate the computerised access control systems, updating the systems to allow staff into areas as indicated by the authorised managers. The post holder will be responsible for taking of staff photographs and the production of new staff ID and access cards.

In addition to the below summary you need to familiarise yourself with full Job Description and Person Specification documents attached to this advert.

About us

The Access Control Department works closely as a team, most closely supported by the Security and Car Parking Management Team, and supports the provision of a comprehensive administrative service for the Estates and Facilities Directorate on behalf of the wider NUH.

This vacancy would be well suited to someone who is enthusiastic in working in a high tempo environment and who appreciates a good mix between the interpersonal and IT functions.

The working week is a typical office hours (Mon-Fri 8-4) however there is some room for adjustment if appropriate. The annual leave allowance starts at 27 days + Bank Holidays and increases at intervals with NHS service.

Job responsibilities

Working as part of a team, the post holder will support the provision of a comprehensive administrative service for the Estates and Facilities Directorate on behalf of the wider NUH.

The office provides the day to day management and running of the Trusts access control system and the production and issue of the Trusts combined access control swipe card and identification card. The post holder will operate the computerised access control systems, updating the systems to allow staff into areas as indicated by the authorised managers. The post holder will be responsible for taking of staff photographs and the production of new staff ID and access cards.

The post holder will be the first point of contact for the Trust on access control and ID and as such will be responsible for contacting the appropriate staff in the event of an emergency or system failure. The post holder should therefore have a good general standard of education, and a customer-focused attitude.

KEY JOB RESPONSIBILITIES

The post holder will undertake the following:

To update the Trusts computerised access control systems for any new access cards issued and for any changes in staff access requirements ensuring all security and control criteria is met.

Be part of the team that manages the NUHs Access Control ID Office, the provision of creating, updating and cancelling ID cards and the handling of cash for selling ID card ancillaries.

Obtain, seek and keep up to date authorisations for providing requested access for all areas requested by the individual.

To escalate concerns as appropriate to the Security Management Team and Department / Divisional Authorised Persons.

Show initiative and work with minimal supervision.

Manage the collection and distribution of correspondence regarding swipe access issues, including for the staff car parks across the NUH.

To photograph staff and produce new ID / access cards ensuring that all the correct information is displayed in line with the authorisation details.

Using appointments systems

Manage e-mail accounts

Attend meetings, some of which may be off primary site. Arrange dates, venues, take and transcribe minutes and distribute together with agendas and papers.

Use Microsoft packages including Word, Outlook, Excel and PowerPoint as required to produce formal correspondence, reports, documents and emails.

Provide cover as necessary for other administrative staff within the Department as appropriate.

To be able to work to tight deadlines.

Answer the telephone in a polite & courteous manner, dealing with enquiries and taking messages as appropriate, and ensuring confidentiality is maintained at all times.

Demonstrate office systems to new member of staff and local processes.

Use judgement and initiative to prioritise the importance/urgency of particular requests within defined guidelines

Finance

Manage payment and cash registers for ID cards and ancillaries, refunds & deposits and the transfer of cash to the Cashiers Offices.

Be part of the team that manages the NUHs Access Control Offices stock and consumables.

Responsibility for the requesting and checking of stationery, office equipment and office supplies. Keep stationery cupboard fully stocked.

Information resources

Maintain and file the offices various swipe access databases, car parking information and formal email responses.

Regular requirement to develop and create detailed reports from the NUHs swipe access systems and edit within MS Excel on a specific ID card, door reader, group access level. All reporting is to be conducted in line with Datix requests and/or specific & authorised requests due to security-related incidents.

Produce, collate and distribute a range of reports from varying access systems for the NUH workforce or others as required.

Generate and design ad-hoc reports.

Manage all records and ensure confidentiality of written, computerised and verbal information at all times in accordance with Information Governance Code

Documentation filing and recording.

Key relationships

Proactively work and find efficiencies in intake processes and collaborate with both Recruitment and Clinical colleagues.

Liaising on a day to day basis with the Car Parking Department with access issues, adding, removing and suspending access levels in line with requests and information.

Liaise and attend meetings with Human Resources on behalf of the Access Control Department. To actively contribute with the administration of large staff intakes ( junior doctors) and lead on the creation and issuing of ID cards at inductions. To include record keeping of all cards issued.

Policies and Service Development

To comply with Trust and local Security and Control of Access to Trust Premises policies and provide comment on proposals for change in own area.

To ensure that all Health & Safety requirements are met and maintained, whilst actively pursuing and reinforcing the Trusts policies in relation to Equal Opportunities and Diversity legislation.

Other

All post holders will be expected to take part in the Trust Development Programme.

It is the responsibility of all staff to display their ID badge at all times whilst on duty.

It is the responsibility of all staff to maintain the cleanliness of their work base.

The post holder will be required to undertake any other duties that may reasonably be required.

The above is only an outline of the tasks, responsibilities and outcomes required of the role. The job holder will carry out any other duties as may reasonably be required by their line manager. The job description and person specification may be reviewed on an on-going basis in accordance with the changing needs of the Department and the Organisation.

Training & Qualifications

Essential

Desirable

Experience

Essential

Desirable