Access Control and Car Parking Support Officer

An exciting opportunity has arisen for an Access Control and Car Parking Support Officer to join our Estates and Facilities 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 and manage the Trust’s access control systems and the production and issue of access cards.

Main duties of the job:

• Operate the computerised access control systems, updating the systems to allow appropriate staff and contractor access in line with Trust policy and processes.
• Responsible for taking staff photographs and the production of new staff ID and access cards.
• First point of contact for the Trust on access control and ID, responsible for contacting appropriate staff in the event of an emergency or system failure.
• Carry out admin tasks in relation to car parking, including reporting technical issues.

Key duties:

• Maintain computerised and paper records and systems as appropriate, using various software programmes to input data and monitor quality.
• Operate access control, car parking and other relevant Trust systems.
• Recognise and flag discrepancies and inconsistencies with data.
• Set up and maintain spreadsheets, providing records and managing quality of record keeping.
• Provide reports, data and accounts information for facilities management on an agreed time schedule.
• Assist in the production of information that promotes services and quality aspects.
• Act as a central contact for managers within facilities management and customers/clients.
• Provide administrative service and support for the facilities management team.
• Identify and suggest improvements in productivity and quality of procedures.
• Assist with dissemination of information to staff, e.g., work instructions and team briefs.
• Assist in the production of training materials required to deliver training.
• Ensure compliance with facilities management quality standards and operational policies.
• Manage office supplies, maintaining stocks of stationery materials and consumables.
• Liaise with Service Manager, team leaders and customers/clients to maintain effective stock levels.
• Compile and maintain accurate production statistics and invoice details for Finance.
• Deal with customer/clients’ queries and complaints regarding invoices and deliveries.
• Place orders with external suppliers, complying with all Trust procedures.
• Resolve problems with deliveries as appropriate.
• Assist in maintaining managers’ work schedules and organise meetings for service managers.

Person specification:

Qualifications:

• Educated to GCSE grade C or equivalent including English and Maths.
• Evidence of continuous professional development.

Knowledge & Experience:

• Experience of working in a customer services environment.
• Fluency with Microsoft Office applications and other IT systems.
• Experience of working in a facilities-related role.
• Understanding of access control systems and processes.
• Understanding of car parking systems and processes.
• Experience of face-to-face customer liaison.
• Experience of working within a health service environment.

Skills:

• Excellent organisational skills.
• Ability to communicate professionally at all levels.
• Ability to organise own workload effectively and prioritise.
• Ability to initiate and manage projects from conception to completion.
• Ability to liaise and interact with patients, visitors and managers.
• Ability to work under pressure and react rapidly to changing requirements.
• Positive attitude to change, innovative approach to problem solving.
• Good communication, motivational, presentation and interpersonal skills.

Other:

• Demonstrates a professional attitude with a focus on customer service.
• Ability to show understanding, empathy and appreciation.
• Comply with Trust policies and procedures at all times.
• Willingness to undergo further training for the post.
• Understanding of confidentiality and data protection.
• Experience of dealing with matters of a highly sensitive nature competently.
• Ability to work flexibly and undertake duties required.

Equality, Diversity, and Inclusion:

We actively cultivate a professional environment of fairness, equality, dignity, and respect for all individuals. We welcome individuals from all backgrounds and value the unique skills, perspective, and experience you bring. We are grounded in the belief that diversity enhances our collective strength, fostering innovation and excellence within our workforce. We welcome all applications irrespective of people’s race, disability, gender, sexual orientation, religion/belief, age, gender identity, marriage and civil partnership, pregnancy/maternity and in particular those from under-represented groups.

Benefits:

• Generous pension scheme.
• Unsocial hours payments (where applicable).
• 27 days annual leave on commencement (pro rata).
• Access to a range of NHS discounts.
• Staff health and wellbeing programme.
• Staff recognition, including Employee of the month.