Band 4 Site Co-ordinator - Green Lane Hospital

Band 4 Site Co-ordinator - Green Lane Hospital

We are looking for an enthusiastic, well-motivated, experienced person for the role of Site Co-ordinator at Green Lane Hospital. You will lead a well-established team of receptionists and administrators across three sites, Green Lane Hospital, Shearwater Lodge and Hathaway Chippenham.

The post holder will need to be an excellent team player, as you will be expected to organise cover for the receptions or even provide reception cover in some instances, sometimes at short notice.

Although not an exhaustive list the role will also involve:

Resource management and reporting, assisting in H&S risk assessments.

Liaison at local level with FM managed contractors and providers with building/site-based leads.

Front of house reception cover involving face to face contact with visitors and service users. Dealing with telephone enquiries and operating an electronic room booking system and providing activity reports to SSBM when required. Managing/providing cashier services dealing directly with service users and staff.

This post is 30 hours per week covering 5 days a week Monday to Friday 8:30-14:30.

Right to Work in the UK: This position is not eligible for Skilled Worker visa sponsorship. Applicants must already hold the legal right to work in the UK at the time of application, as the organisation is unable to support sponsorship for this post.

To provide supervision/ administrative support to a team of receptionists.

The role covers three sites Green Lane Hospital, Shearwater Lodge and Hathaway Chippenham. Regular travel to these sites is expected.

• administration of the staff roster for sign off by FM;
• diary management;
• assisting with site contractors including site inductions and keeping track of status of works and any issues, in liaison with other FM staff;
• provision of cashier services;
• provision of reports, eg Asset Booker room bookings analysis etc.

Liaise with a wide range of stakeholders, both internal to the organisation and external, not exhaustive but including:

• FM staff, clinical teams on sites, service users and carers, contractors eg grounds, pest control, waste, building works etc.
• Other Trust staff and teams eg payroll.

Excellent communication skills, written and verbal, with a wide range of people, including outside agencies, sometimes requiring tact and persuasive skills where there may be barriers to understanding or agreement.

Provide and receive routine and complicated information, including dealing with enquiries from external stakeholders and the public.

Interpret and advise on data and office management functions and implement relevant procedures.

Consider line management issues and decide on a course of action to be taken.

Day to Day line management:

Carry out supervision sessions in person on a monthly basis;
Undertake appraisals;
Provide immediate guidance and assistance in problem solving;
Agree/monitor absences in regard to Annual leave, flexi time, sickness;
Workload management.

Ensure that appropriate systems are developed and maintained to prompt bring forward information or follow-up that is required for meetings and projects etc. and for outstanding work that has been requested by a certain deadline.

Set up and manage effective office management/filing systems to support the service delivery.

• eg experience in Facilities, knowledge of systems, admin and secretarial
• eg overall line management and supervisory skills, communication and organisational skills

• eg dealing with stressful situations, coaching of staff

• eg writing of risk assessments

• eg knowledge of petty cash systems

• eg some experience of providing admin for meetings
• eg knowledge of word, excel, room bookings systems etc

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.