Facilities Admin Officer

This post is for a Part-time 15 hours, working 5 hours over 3 days, permanent Band 3 Facilities Admin Officer based at Withybush General Hospital

The post holder will be responsible for providing administrative and clerical support within the Facilities Departments at Withybush.

This post will also maintain department records on both manual and computerised systems, producing reports as required. The post holder will be responsible for placing orders via the computerised procurement system (Oracle), arranging payments for goods and services received and dealing with financial enquiries from suppliers or staff, investigating queries and advising of outcomes.

The Post holder will play an integral part in administering an efficient payroll system (using SMART EHL) for the Hotel Services and Catering Department ancillary staff.

The post holder will be guided by precedent and clearly defined occupational policies, protocols, and procedures or codes of conduct. Work is managed rather than supervised.

Main duties of the job

The post holder will be able to manage own workload with minimal supervision within agreed guidelines.

Plans own workload to ensure that weekly, monthly and annual targets are met.

Will need to be able to work under pressure to tight deadlines with sometimes conflicting priorities.

The post holder will have the ability to analyse and resolve problems identified on the T&A system (Smart) and or ESR System. Will provide support to operational staff with Self Service.

Responsible for dealing with queries from staff, clients and suppliers, e.g. queries relating to issues of incorrect/nonpayment of invoices, VAT or other sensitive issues in line with Health Board Policies and Financial Standing Orders.

The post holder will have the ability to analyse and resolve problems balancing invoices received against orders raised. Reporting anomalies identified to the Facilities Admin Manager/Assistant Operations Manger Soft FM/Head of Catering as appropriate.

Provide Admin Support Service to Estates and Facilities, Assistant Operations Manager Soft FM and Catering Manager including arranging and servicing meetings including taking minutes, prepare reports, documents and other correspondence as directed.

Hywel Dda University Health Board is the planner and provider of NHS healthcare services for people in Carmarthenshire, Ceredigion, Pembrokeshire and its bordering counties. Our 11,000 members of staff provide primary, community, in-hospital, mental health and learning disabilities services for around 384,000 people across a quarter of the landmass of Wales. We do this in partnership with our three local authorities and public, private and third sector colleagues, including our volunteers, through:

Four main hospitals: Bronglais General in Aberystwyth, Glangwili General in Carmarthen, Prince Philip in Llanelli and Withybush General in Haverfordwest;

Seven community hospitals: Amman Valley and Llandovery in Carmarthenshire; Tregaron, Aberaeron and Cardigan in Ceredigion; and Tenby and South Pembrokeshire Hospital Health and Social Care Resource Centre in Pembrokeshire;

48 general practices (four of which are managed practices), 47 dental practices (including three orthodontic), 99 community pharmacies, 44 general ophthalmic practices (43 providing Eye Health Examination Wales and 34 low vision services) and 17 domiciliary only providers and 11 health centres

£24,433 to £26,060 a year per annum (pro rata if part time)