Help Desk Co-ordinator

Detailed job description and main responsibilities

SSL is committed to ensuring the safety of all our staff and our customers, service users. In order to prevent the spread of Covid-19, the Government had passed legislation requiring individuals in England who are employed or engaged in the provision of a CQC regulated activity and have face to face contact with patients or service users to be fully vaccinated against Covid-19. SSL is obliged to comply with this statutory obligation. The Government policy takes into account specific exemptions to the requirement to be vaccinated and we recommend that you visit gov.uk for further information.  However, this legislation is currently being reviewed and may be revoked.  Accordingly, the position set out in this statement will be kept under review in light of any changes to the requirements.

Please be aware that where you are applying for roles where some or all of your potential duties fall within the mandatory vaccination regulations, which currently remain in force, it will be a condition of your engagement with SSL that you have received the 1st and 2nd dose of the Covid-19 vaccination and have provided evidence of this (unless an exemption applies) prior to commencing in the role. If you are medically exempt, we require evidence of formal medical exemption through the NHS COVID Pass process.  However, we are awaiting the outcome of the Government’s review and it may be that the legislation is revoked. If the position on vaccination changes, we will update you as soon as possible and if you would like further details on the current situation regarding vaccination requirements, these can be provided during the recruitment process

Key Responsibilities:
1.1 Undertake all administrative duties. To include the production of letters, databases and
spreadsheets and reports etc.
1.2 Undertake general office duties, such as filing (electronic and hard copies),
photocopying to a high standard, sending and receiving emails etc.
1.3 Receiving incoming telephone calls/enquiries, taking messages and directing as
appropriate in a timely and effective manner as required.
1.4 Issuing and balancing petty cash in line with SFI’s and Finance Processes.
1.5 Processing of invoices in line with SFIs and Finance Processes.
1.6 Maintaining stock, obtaining quotations and placing orders with a wide range of
suppliers via multiple routes.
1.7 Reporting and issuing reactive work requests via multiple computer systems.
1.8 Maintain electronic diaries for the Team as required.
1.9 To arrange meetings, distribute any associated paperwork relevant to meetings and to
make room bookings and hospitality available where required.
1.10 To attend meetings as required, taking notes/minutes/action points. Typing these and
distributing within a timely manner.
1.11 To collect and collate routine data and input daily, weekly or monthly to designated
reports/spreadsheets.
1.12 To chase up when requested, relevant data via email, telephone or in person.
1.13 Disseminating team wide communications and to maintain information boards with up to date and relevant information.
1.14 To help produce monthly and quarterly dashboard reports as requested in the formats
designated by the team managers.
1.15 To help to maintain and contribute to producing data for statutory returns for the
Department.
1.16 To help develop and maintain effective filing, retrieval and bring forward systems for the department.
1.17 To help undertake and collate responses and produce reports for department
survey’s/audits.
1.18 To communicate effectively with a wide range of personnel at all levels to ensure a
cohesive workflow and customer service.
1.19 To maintain good working relationships with the team
1.20 To undertake any other administrative, clerical or secretarial duties applicable within the nature and grade of the post.
1.21 Set up and maintain the schedules for inspections
1.22 To receive deliveries on behalf of the department.
1.23 To cross cover for other administrators across the service as and when required.
1.24 To support the request/production of ID cards.

Training and Development
2.1 On the job training will be given for all aspects of the job.
2.2 To participate in SSL’s annual development process, and to help identify own training
and development needs.
2.3 To have Regular Management Supervision (RMS’s) sessions and 1 to 1’s Bi-monthly.
2.4 To attend statutory and mandatory training as required or undertake via the e-learning
system.
2.5 To undertake any appropriate training associated to the job which may be considered
applicable.
- All employees must comply with all SSL and the relevant BSMHFT Policies and
Procedures.
- Confidentiality must be maintained at all times in accordance with GDPR
- To ensure that they contribute and work towards the service/organisational aims and
objectives.
- As an individual is required to respect and promote issues of equality, diversity and
rights in accordance with good practice and legislation.
This Job Description represents an outline of the responsibilities of the post and may be
amended following consultation with the post holder from time to time.