Access Control and Car Parking Support Officer

Job overview

An exciting opportunity has arisen for a Access Control and Car Parking Support Officer to join our Estates and Facilitates team!

Working as part of the Access Control and Car Parking team, the post holder will support the provision of a comprehensive administrative service for the Estates and Facilities Directorate.

The Access Control and Car Parking team provides the day-to-day management and running of the Trust’s access control systems and the production and issue of access cards.

The JD & PS are currently under AfC review and are subject to change.

Main duties of the job

• The post holder will operate the computerised access control systems, updating the systems to allow appropriate staff and contractor access in line with Trust policy and processes.
• 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 customer service skills/a customer-focused attitude
• The post holder will also carry out admin tasks in relation to car parking which include, but are not limited to, reporting technical issues.

This role will be based at the Southport Hospital site with flexibility across the Ormskirk Hospital site.

Detailed job description and main responsibilities

KEY DUTIES

• Maintain computerised and paper records and systems as appropriate.  Using a number of different software programmes to input data maintain and monitor the quality of data being submitted
• To operate access control, car parking and other relevant Trust systems relevant to role
• The post holder will be able to demonstrate the ability to recognise and flag up any discrepancies and inconsistencies with the data
• To set up, and maintain spreadsheets, providing records and managing the quality of record keeping, and confidential records.
• Provide reports, data and accounts information for facilities management on an agreed time schedule.
• Assist in the production of information that promotes the services and quality aspects of all services.
• To act as a central contact for any of the managers within facilities management and customer/clients as the need arises.
• To provide administrative service and support for facilities management team.
• Using initiative, identify and suggest where there maybe improvements in the productivity and quality of the procedures and practices which could improve the service.
• Assist with the dissemination of information to staff, eg work instructions, team brief.
• Assist in the production of any training materials that are required to deliver a training need to either Trust staff or external bodies.
• Ensure compliance with facilities management quality standards, quality initiatives and operational policies as appropriate.
• Responsible for ensuring that local work instructions are adhered to when carrying out tasks and that equipment is used within the operating instructions to ensure compliance with safe working practices.
• Responsible for the management of office supplies maintaining stocks of stationery materials and consumables as appropriate, ensuring the best use of the budget.
• Ensure economical use of the Trust’s resources
• Liaise with Service Manager, team Leaders and customer/clients to maintain effective stock levels to eliminate overuse and waste.
• Compile and maintain accurate production statistics and invoice details for Finance to charge customers and clients for services provided and which may be required for audit purposes.
• Deal with customer/clients’ queries/complaints regarding invoices, deliveries etc.
• Place orders with external suppliers, complying with all Trust procedures.
• Resolve problems with deliveries as appropriate.
• Reconcile deliveries with orders prior to payment.
• Assist in the maintenance of managers work schedule and as required organise meetings for service managers.