Admin & Facilities Assistant, Band 2

Job overview

A vacancy has arisen for an enthusiastic highly motivated individual to provide admin & facilities support within the Admin & Facilities Team based at Victoria Warehouse (VW).

The successful applicant must be able to work as an effective member of a small team, possess good interpersonal and communication skills and have a good standard of education.

The ability to work flexibly to meet the needs of the service is essential as the post covers a wide variety of work, including reception work, data inputting and general office administration.

A sense of humour, self-motivation and the ability to work in a pressurised environment are essential whilst maintaining accuracy and providing a professional service.

The proposed interview date is 29th January

Main duties of the job

The main duties of the role are:

- Reception Work

- Post Room Work

- General Office Duties

- Scanning

Please see the job description for full details.

Detailed job description and main responsibilities

Reception Duties

- Greet and welcome visitors to the Offices between 9am and 5pm and inform the relevant member of staff of their arrival.

- Operate VW’s switchboard from 9am – 5pm; receiving and transferring telephone calls.

- Monitor and ensure that the reception area is kept clean and tidy with a professional image.

- Check and sign for deliveries, before informing the relevant member of staff of their arrival.

Post Duties

- To assist in the provision of a post room service of both incoming and outgoing mail.

- To distribute NHS secure stationery to NHS staff and ensure stock levels are maintained.

- To open and sort post, date stamping to show date received in building.  To scan and upload to the relevant departments.

- To sort and dispatch creditor remits and cheques so that information arrives in a timely manner to coincide with payments reaching individual and company bank accounts.

- To sort and dispatch debtor invoices and statements in a timely manner.

- To carry out porter duties as required, including the receipt of goods into the building and the movement of goods and furniture around the building.

Office Duties

- Provide office supplies (Stationery & cleaning supplies) for staff and maintain adequate stocks; task includes ordering new supplies.

- Provide meeting room booking service.

Scanning and Filing Duties

- Scanning of Petty Cash dockets and receipts ready for payment processing.

- Provide a scanning service to the Shared Service Teams.

Building and Other Duties

- Provide support to the Admin and Facilities Manager and other members of the Team and contribute in other ways to the effective functioning of VW as required.

To assist Facilities Manager in:-

- Logging building issues with Estates Team via Micad.

- Provide office supplies (Stationery & cleaning supplies) for staff and maintain adequate stocks.