Domestic Services -Administration Support

The post holder will provide a comprehensive, efficient and professional administrative support service to the Domestic Services Department at Royal Preston Hospital, supporting the Domestic Services Management Team in the effective day-to-day running of the service. Administrative and Clerical Duties Provide a full range of administrative and clerical support to Domestic Services Managers and Supervisors. Maintain accurate electronic and paper-based records, ensuring information is updated and stored appropriately. Prepare letters, reports, spreadsheets, meeting documents and other departmental correspondence. Undertake general office duties, including filing, scanning, photocopying and data entry. Maintain and update departmental databases, trackers and electronic systems. Assist with the preparation and distribution of departmental communications, notices and staff information. Prioritise daily workloads to ensure administrative tasks are completed accurately and within agreed timescales. Reception, Communication and Customer Service Act as the first point of contact for Domestic Services staff attending the departmental reception window. Respond to staff enquiries professionally, providing appropriate information, guidance and assistance. Answer incoming telephone calls, take accurate messages and direct enquiries to the appropriate manager or supervisor. Monitor and respond to departmental emails, ensuring enquiries and requests are actioned or escalated in a timely manner. Liaise with Domestic Services staff, supervisors, managers and other hospital departments to support effective communication. Maintain a friendly, approachable and professional manner when dealing with staff, visitors and colleagues. Handle sensitive or confidential enquiries with discretion, escalating concerns where appropriate. Workforce and Staff Administration Support the administration of staff sickness absence, return-to-work documentation and associated records. Assist with maintaining annual leave records, staff working patterns and rota information. Support the recruitment and onboarding process for new employees, ensuring relevant documentation is completed and recorded. Maintain staff training records and assist with arranging mandatory and departmental training sessions. Support the administration of staff meetings, probationary reviews and other workforce-related processes. Ensure staff records are maintained accurately and in accordance with organisational policies and confidentiality requirements. Cleaning Compliance and Performance Monitoring Assist with the collection, recording and reporting of cleaning audit results and departmental performance information. Support the Domestic Services Management Team in maintaining records relating to the National Standards of Healthcare Cleanliness. Update cleaning compliance trackers, action plans and other monitoring documentation. Assist with the preparation of performance reports and management information. Liaise with supervisors and managers to obtain outstanding information and ensure records remain up to date. Support the monitoring of departmental actions and follow-up requirements. General Responsibilities Work collaboratively with the wider Domestic Services team to support the effective delivery of services across Royal Preston Hospital. Maintain confidentiality and comply with information governance and data protection requirements. Demonstrate excellent organisational skills and the ability to manage competing priorities within a busy working environment. Use initiative to resolve routine administrative enquiries, seeking guidance from management when required. Contribute to improvements in departmental administrative processes and working practices. Attend relevant training and development activities to maintain the knowledge and skills required for the role. Undertake any other reasonable administrative duties appropriate to the grade of the post, as directed by the Domestic Services Management Team. The post holder will be expected to demonstrate a flexible and proactive approach to their duties, maintaining high standards of accuracy, professionalism and customer service at all times.