Facilities Administrator

Job overview

Parking at Hampshire Hospitals NHS Foundation Trust, plays a significant part in the visitor experience and provides an important revenue income for the Trust.

Guided by a strict code of practice, this busy admin position requires a conscientious, well organised and methodical individual, to process administrative tasks using basic data entry skills on a computer using Word, Outlook, Excel and other specialist programs, communicate with service users, staff and colleagues via telephone, intercom and email, and liaise with Parking Officers and parking equipment providers. Candidates must become familiar with and uphold the Parking and Site Access Policy.

Overtime, candidates will be expected to achieve a basic understanding of the complex parking environment within a hospital setting and the limits associated with different parking permits, badges and parking infrastructure. Candidates will need a calm, helpful attitude with an ability to juggle multiple tasks. Communication with confused, anxious or vexed drivers and visitors is common. A requirement to remain focused and unphased by difficult verbal conflict and aggression is essential.

Main duties of the job

• Become familiar with and be guided by the Parking and Site Access Policy.
• Answer calls and messages via telephone, email and intercom.
• Create virtual parking permits for staff and entitled visitors using a computer and specialist software.
• Create or manage accounts for park and ride users using an online portal.
• Create and send physical parking permits organised by the occupational health team and community staff teams.
• Handle calls from multiple car parks via intercom, listen to complaints and queries, ascertain the root cause of the complaint or query and give clear verbal instruction.
• Operate parking barriers and CCTV using equipment provided.
• Report and track equipment failures with equipment providers.
• Oversee parking bay or car park closures and direct Parking Officers in a timely manner.
• Generate and send formal staff parking warnings from template.
• Acknowledge and process visitor parking payment refunds.
• Create and analyse reports and issue instruction accordingly using appropriate templates.
• Join and participate in team meetings.

Detailed job description and main responsibilities

See the Facilities Administrator Job Description file attached for more information about this vacancy.