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Job description

The Administrative Assistant will be a member of Harrogate Integrated Facilities (HIF) Management Team and will provide administrative support to the HIF management colleagues. This is a pivotal role to ensure the smooth running of the essential administration duties within HIF. The post holder must support the day to day administrative tasks to colleagues based at 17 Wetherby Road offices.

• To provide administrative support for colleagues within HIF including organising and attending meetings, preparing required papers and minute taking, ensuring these are dispatched according to agreed priorities.
• To undertake reception duties for colleagues at 17 Wetherby Road Office, this includes meet and greet internal staff and external visitors to the department.
• To undertake tasks and activities, some of which may be on going, this will be completed within agreed timescales e.g. organising meetings, replying to emails, typing letters and general filing.
• To demonstrate excellent communication skills to all service users, within the team and to regularly attend unit meetings, sharing ideas and supporting service development using the Oracle system.
• To support HIF invoicing and payments process ensuring that all payments are completed at the agreed times.

Harrogate Integrated Facilities (HIF) was formed in 2018 and is a wholly owned subsidiary of Harrogate and District Foundation NHS Trust (HDFT). We supply a wide range of essential services to HDFT hospitals and community sites, including; cleaning, catering, portering, courier and transport, hotel services, estates maintenance, sterile services, equipment library, security, car parking, general office and administration, energy, waste and environmental impact reduction.

One of our 400+ dedicated HIF colleagues, is often the first person a patient or visitor meets when they come to Harrogate District Hospital and can make a real positive difference to them. Our work is also vital to ensure that our NHS colleagues in the medical teams have the facilities and equipment they need to provide excellent care.

• To provide support to the HIF recruitment processes:
• To assist in updating job descriptions, ensuring that they are in the correct format for HIF and informative.
• To assist recruiting managers to upload vacancies to the TRAC recruitment system with the correct information.
• To highlight these vacancies to the Finance Manager with justification from the recruiting manager ahead of the directorates Vacancy Control meeting. To take any queries from the Finance Manager
• To assist in arranging potential candidates to have telephone calls or informal visits with the recruiting manager.
• To assist recruiting managers in setting up interviews and focus group
• Be responsible for liaising with customers to ensure all queries are dealt with promptly and effectively, promoting excellent customer focus and care.
• Determine priorities ensuring all urgent issues are actioned and meet deadlines depending on customer requirements.
• Undertake data entry for HIF colleagues, ensuring presentation of records in the appropriate format.
• To ensure that all telephone enquiries for the team are handled politely and ensuring that all messages is passed on to the appropriate person in a timely and accurate manner.
• To undertake electronic diary management
• To be proficient in Word, Excel, PowerPoint, Access and Outlook, and to ensure own training needs and competency records are up to date.
• To add information to Databases and dashboards ensuring they are fit for presentation.
• Any other administration duties as and when required.

Please see the attached Job Description, if you have any questions, please contact Lucy Simmons on [email protected] or 07385939341