Access Control Administration Officer

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., 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., 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 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.
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., The post holder will undertake the following:
To update the Trust's 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 NUH's 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 Cashier's Offices.
Be part of the team that manages the NUH's Access Control Office's 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 office's various swipe access databases, car parking information and formal email responses.
Regular requirement to develop and create detailed reports from the NUH's 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 (e.g. 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 Trust's 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.

With over 19,000 staff, we are one of the biggest employers in the city with a central role in supporting the health and wellbeing of our local population. We play a leading role in research, education and innovation.
Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at NUH we will endeavour to turn your job into a career!
We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.
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., Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at the NUH we will endeavour to turn your job into a career!
We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.
Closing Dates: Please submit your application form as soon as possible to avoid disappointment; we reserve the right to close vacancies prior to the published closing date if we receive a sufficient number of completed application forms.
Communication: All communication related to your application will be via the email address you have provided. Please ensure you check your email account including your junk email regularly.
Easy read application: if you have a disability and find it difficult to complete our online application form, you can apply via our easy read application which you can find on the intranet https://www.nuh.nhs.uk/easy-read-job-application
NUH are now able to offer application completion support and interview preparation support. Please follow the link to book onto our sessions: Support for NUH Job Applications
Applicants are kindly requested to refrain from using AI at any stage during the recruitment process.
If you are aged 16 or 17 and applying for a role that is more than 20 hours a week, please be aware that you will be asked to commence an Apprenticeship within the Trust alongside your role, as long as there is a suitable apprenticeship standard available. This is in line with the current guidance in England that whilst young people under the age of 18 can leave school (on the last Friday in June) they must then do one of the following:
+ Stay in full-time education, for example at a college
+ Start an Apprenticeship
+ Spend 20 hours of more a week working or volunteering, while in part-time education or training

Salary: The quoted salary will be on a pro rata basis for part time workers.
Disability Confidence: All applicants who have declared a disability and who meet the essential criteria for the post will be shortlisted.
At Risk of redundancy: NHS employees within the East Midlands who are 'at risk' of redundancy will be given a preferential interview where they meet the essential criteria of the person specification.
International Recruitment: If you are applying for a role with us from outside of the UK then please read the guidance on applying for a health or social care job in the UK from abroad.
ID and Right to work checks: NUH authenticate ID and right to work documentation including passports and driving licenses through a system called Trust ID. NUH will scan your ID and right to work documentation in to the Trust ID system at your face to face ID appointment. The system will run a check against the key security features within your documentation. The system will provide us with an outcome of your check which will be stored securely on your personal file along with all other pre-employment check documentation.
Consent:
+ Transfer of information: If I have previous NHS service - I consent to the transfer of my Electronic Staff Record (ESR) data between this and other NHS Trusts. I also consent to the Occupational Health Department confidentially accessing my occupational health records from my current or previous employer in order to check the status of my vaccinations, immunisations s and screening tests as relevant to the post. I understand this is an automated process and the information will only be used for these purposes prior to me taking up the position at NUH.
+ Disclosure and Barring Service: Your post maybe subject to a DBS check which incur a cost dependent on the level of check required (£42.90 for enhanced and £22.90 for standard). I agree to reimburse Nottingham University Hospitals NHS Trust the cost of a Disclosure and Barring Service (DBS) check if it is required (by deduction from first month's pay). Should I decide to withdraw from my job offer, I agree to reimburse Nottingham University Hospitals NHS Trust the cost of the DBS check undertaken by cheque or other agreed method.
+ For more information about our organisation and the career opportunities available, please visit our website and/or follow us on Instagram, Twitter and Facebook