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Job Overview
Security & Parking Admin Support:
This is a challenging role; the successful candidate must already possess the ability to structure a given workload and portfolio. Previous experience of administering an access control/management database will be to your advantage. You will have the ability to focus on the portfolio tasks that need to be done and identify, which tasks are priorities. You will work to a daily, weekly and monthly schedule in terms of reporting and document delivery, data capture/maintenance in terms of information accuracy and clarity.
You will need excellent organisational skills and be able to work under pressure, delivering reports including ad hoc request reports from management.
You will be required to administer a PermIT System Database on behalf of a large NHS hospital. There are various other database and excel spreadsheet solutions, which you will also be required to maintain.
Main duties of the job
Job Description
- Confident in dealing with public.
- Able to communicate effectively to staff at all levels.
- Permit application queries.
- Permit Allocation, alterations.
- Monitor Permit numbers in circulation.
- Permit eligibility requests.
- Permit Appeal preparation for Appeals Panel.
- Allocate permits on a timely basis for allowed permit types, i.e Off Peak and Peak permits.
- Maintain Permit Cash Payers Records, including contacting Cash Payers in arrears.
- Prepare information for NBT to deal with Application rejection Appeals.
- Prepare information from NBT HR to cancel permits of leavers.
- Prepare information from NBT HR to cancel application of leavers.
- Create reports from PermIT as requested.
- Maintain Resident Permit/Liaise with Residence Dept.
- Maintain record of Cash Permit payers.
- Monthly send to Head of Security Travel and Parking - Finance/Payroll – PermIT permit reconciliation.
- Monthly send to Finance/ Payroll update with cancelled and new permit allocations.
- Monthly send to Payroll - Parking Income reconciliation.
- Any other reasonable management requests.
Working for our organisation
North Bristol NHS Trust employs over 12,000 staff providing healthcare to the residents of Bristol, South Gloucestershire and North Somerset from our award-winning hospital building at Southmead. We are the regional Major Trauma Centre, and an internationally recognised centre of excellence in a range of services and major specialities. Our vision is that by enabling our teams to be the best that they can be, we will provide exceptional healthcare, personally delivered.
North Bristol NHS Trust values all people as individuals. We aim to be an anti-discriminatory organisation and are committed to building a team that represents a variety of backgrounds, perspectives, and skills. We welcome applicants from all underrepresented groups.
Detailed Job Description And Main Responsibilities
KPI Reporting;
- Maintain clear and concise financial records.
- Complete information regarding Permits for inclusion into Monthly KPI.
- Minutes of meetings and writing these into agreed format, as required.
Complimentary Parking, Including; Volunteer & Mobility;
- Complementary Parking.
- Process Mobility support from Occupational Health.
- Maintain Mobility information for SPO.
- Volunteer Driver Database & Passes.
- Process Occupational Health information to ensure permits are issued/withdrawn in line with information received.
Financial Database Management;
- Inform NBT of any irregularities in audit information compared to cash counted.
- Investigate the cause of irregularities and report to NBT of actions taken.
Additionally, you will ensure that all assigned tasks are completed in a professional and timely manner and meet relevant legislations.
To succeed in this role you will need the following abilities:
- Customer Service Skills.
- Excellent communication skills, both written and verbal.
- SIA license/willing to work towards.
- Ability to work on own initiative and as part of a team.
- Well presented, professional, with sound judgement and integrity.
- Good standard of English and Maths.
- Computer literacy (Word, Excel, Outlook and Database management experience)
- Experience of working within the Security Industry is an advantage.
Person specification
Shortlisting criteria
Essential criteria
- NVQ Level 2 Customer Service or equivalent
- GCSE or higher for English Language (spoken and written)
- Minimum 2 years security experience
- Working for a large organisation
- IT literate and proficient in ICT
- Making effective decisions under pressure
- Excellent communicator and people skills
- To be able to write and maintain accurate reports
- Experience maintaining or administering an access control or permit management database
- Ability to work independently and as part of a team
If you apply for this vacancy and have not received a communication from North Bristol NHS Trust within three weeks of the closing date, please assume that on this occasion your application has been unsuccessful.
Please note that North Bristol NHS Trust does not reimburse travel expenses relating to interview attendance.
If you feel you meet the requirements of the Disability Act / Two Ticks scheme and require further support/advice, please contact us on tel 0117 414 1151.
North Bristol NHS Trust are committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.
The successful applicant(s) will normally commence at the minimum of the scale unless they have previous NHS service at the same band. Progression through the scale is by annual increments.
At North Bristol Trust (NBT), we know diverse and inclusive environments lead to happier and healthier teams and improved patient care and outcomes. We are committed to equality of opportunity, to being fair and inclusive, and to being a place where we all belong. We therefore particularly encourage applications from candidates who are currently underrepresented in NBT’s workforce at Band 8a and above. These include people from Black, Asian and minority ethnic backgrounds, disabled people and LGBTQIA+ people.
Please note that stringent pre-employment checks are undertaken on all successful applicants prior to commencement in post.
