Accommodation and Transport Officer

Job overview

To provide administrative support for the Trust's accommodation and transport services. The post holder will act as a first point of contact for accommodation and transport enquiries, coordinate authorised taxi bookings, maintain accurate records, and support the efficient day-to-day operation of both services

Main duties of the job

Administrative Duties

• Maintain accurate electronic and paper filing systems.
• Input, update, and retrieve information.
• Assist with data collection and audits.
• Process routine correspondence and documentation.

General Responsibilities

• Provide a professional, courteous, and customer-focused service at all times.
• Adhere to Trust policies, procedures, and Health and Safety requirements.
• Support service improvement initiatives and contribute to departmental objectives.
• Attend team meetings and mandatory training.
• Maintain confidentiality at all times.
• Undertake any other duties appropriate to the role and grade as requested by management.

Detailed job description and main responsibilities

Accommodation Administration

• Manage accommodation enquiries from staff and external agencies.
• Process accommodation applications and maintain associated records.
• Prepare accommodation documentation and ensure all required paperwork is completed and signed.
• Arrange resident check-ins and check-outs.
• Monitor room occupancy
• Liaise with Estates and Maintenance teams to report repairs and ensure issues are resolved promptly.
• Respond to accommodation-related enquiries by telephone, email, and in person.
• Issue and record keys to residents, Estates staff, contractors, and authorised personnel, maintaining accurate audit trails.
• Maintain key registers and ensure the timely return of all issued keys.
• Liaise with Domestic Services to ensure accommodation is cleaned and prepared for incoming residents.
• Assist with pre-arrival inspections to ensure accommodation is clean, safe, and equipped in accordance with inventory requirements.
• Inform residents of planned maintenance works, inspections, servicing, or other activities affecting their accommodation.

Transport Administration

• Coordinate transport requirements in accordance with Trust policies and procedures.
• Receive and process authorised requests for taxi bookings from departments across the Trust.
• Liaise with Nuclear Medicine department as and when required for additional collection requests
• Liaise with Mortuary and Swan Team in organising Collection and Drop offs.
• Book transport using approved electronic booking systems.
• Ensure all bookings meet eligibility and authorisation requirements.
• Maintain accurate records of transport bookings and associated costs.
• Respond to and resolve transport delays, cancellations, and service issues where possible, escalating concerns as appropriate.