Job overview
The hospital car park service provides a high profile/visible car park service to patients staff and visitors. The car park service responds to all car park-related issues and maintains a high standard of customer care
The Car Park Staff Supervisor will be the sole supervisor for the car park department across the 3 UHL sites.
The post holder will be responsible for overseeing all car park issues and supervision of the car park staff.
The post holders will spend the majority of their working day as an administrator while supervising and supporting staff within the car parks department.
To deliver a helpful and professional car park service for all site users.
The Car Parking Service endeavours to provide parking services for all site users whilst maximising the use of the available parking space, this will include all associated administration. The service will provide traffic management at to ensure the free flow of traffic to the onsite facilities.
Main duties of the job
To act at all times in line with the Trust’s car park policy, contribute to a positive image of the Trust, providing, as required, appropriate help, information or other assistance to all site users.
To be the first point of call for all car park staff, to manage the Car Park team, ensuring that all aspects of performance, attendance, training and appraisal are addressed in accordance with Trust Policy.
The post holder must follow UHL policies and procedures relating to car parks and seek advice from manager if required. Workload will be determined by service level specifications and Standard Operating Procedures.
The post holder will need to ensure that all Health and Safety / Security Risks to staff, patient, and visitors are reported to the Car Parking Manager and/or acted upon.
The main working relationships that the post holder will be required to develop are:
- Internal relationships with car park managers, administration staff and attendants
- Internal relationships with security officers and administrative staff
- Internal relationships with staff using the hospital facilities including departmental managers and ward based staff
- Link with patients and visitors using the hospital facilities including contractors and outside organisations
- Link with external car park providers
- Link with equipment suppliers
- Link with police and other emergency services
- Link with council
Detailed job description and main responsibilities
The Car Park Staff Supervisor will be the sole supervisor for the car park department across the 3 UHL sites.
The post holder will be responsible for overseeing all car park issues and supervision of the car park staff.
The post holders will spend the majority of their working day as an administrator while supervising and supporting staff within the car parks department.
- To ensure a friendly and efficient service is provided to all customers demonstrating high standards of customer service at all times.
- Customers include but are not limited to patients, relatives, carers, visitors, staff and contractors. Communication could be in a variety of forms including orally and written.
- Non clinical advice, information and guidance is provided by the car park team. The car park supervisor will need to be empathetic to the user’s needs and ensure communication is in a manner that neither offends nor antagonises. At times this can involve the dissemination of contentious information.
- To liaise with all car park users to ensure the efficient running of the service and resolve initial problems and queries including front line complaints.
- Investigate and respond to internal complaints. Assist in providing information for managers to include in responses to external complaints.
- Be a point of contact and assistance for all car park staff needing advise.
- To promote effective communication throughout the department and hold regular staff meetings when required.
- Communicate effectively with hospital personnel and outside agencies such that information is given and received accurately
- Act as a liaison between the managers and service usersTo carry out Car Parks training and/or assessment of staff where this is appropriate and necessary and to support the trainer. Ensure training is updated / refreshed annually. Identify the need for additional training and recognise potential progression within the team.
- To provide comprehensive administration support using a range of office applications including HELM, reslink and bespoke databases.
- This includes the maintenance of the main car park database and associated paper trail.
- Oversee the administration of staff car parking permits using the digitalised parking portal system, ensuring accurate tracking, monitoring, and timely amendments to permits as necessary.
- Support the team in resolving permit-related queries and issues, utilising the digitalised parking portal to ensure seamless processing and up-to-date records for all staff car parking permits.
- To produce operation reports as necessary in order to answer a range of queries some of which will be non-routine requests
- To use all available resources and knowledge to dynamically assess situations as and when they arise, there may be a requirement to analysis the various options and recommend the best course of action e.g. advise on where and who should use certain car parks during site reconfiguration
- To supervise/manage the administration process for the car park department.
- To ensure that all areas within sphere of control are adequately staffed and that staff are proactively supervised in the undertaking of their duties.
- To manage any rotas relating to car parking and make short term adjustments
- Manage issuing and retrieval of bike shelter keys and associated payments
- Work to improve processes including suggesting and implementing updates to policies and procedures, this could include suggestions to improve staff processes and/or the user experience
- Responsible for maintaining stock control (by requesting resources from the car park manager) of all car park resources to ensure all staff have the appropriate resource/equipment to carry out their role.
- Recognise the need for any additional equipment/tools to enable staff to complete their role at work. Produce justification for the purchase of new equipment
- Oversee and manage the cash collection dutie
- Authorised signatory for small cash / financial payments.
- To ensure all financial systems relating to car parking are in place, operational and completed in an efficient manner e.g. internal and external recharges, refunds, credit notes
- Report and follow up any car park equipment faults to the service provider , where necessary chase progress to obtain a satisfactory solution
- To carry out health and safety inspections/audits as necessary and to take corrective action where issues have been raised.
- To ensure health and safety standards are maintained in the department and ensure effective implementation health and safety policies and procedures. This includes but is not limited to the surveying of the fabric of the car parks.
- To carry out risk assessments as requested with the support of managers where necessary.
- To monitor maintenance standards within the car parks department, covered and where necessary liaise with the Estates Department to arrange repairs.
- To assist in the development of safe work instructions where these are deemed necessary.
- To ensure that staff complete their tasks to the standards determined in work schedules and to escalate any on-going issues to the appropriate Manager as necessary.
- To ensure all staff have access to the appropriate resources and equipment to carry out their role on a daily basis. Recognise the need for any additional equipment/tools to enable staff to complete their role at work safely and efficiently. Produce a comprehensive justification when requesting the purchase of new or additional equipment.
- To monitor the performance of, and where necessary, coach less experience members of the team to ensure standards are maintained.
- To ensure all staff comply with relevant policies and procedures and in particular those that relate to UHL Car Park Protocols.
- To monitor and record sickness and absence, undertaking return to work interviews with staff following periods of sickness or absence
- To undertake appraisals and six monthly reviews
- To manage and authorise annual leave and update the appropriate manager
- To complete and sign off staff timesheets
- To support managers in the recruitment and selection process where required.
- To ensure all record keeping and documentation is completed in a systematic and timely manner e.g. permit database
- To undertake any additional project work as directed working with both internal and external clients, planning and co-ordinating events with internal and external organisations. Some projects will require task related problem solving on small or large scale e.g. the assistance with traffic management and relocation due to clinical needs.
- To undertake any other duties as may be agreed between the post holder and the appropriate manager.
