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Job overview

We have an exciting opportunity for a part time Receptionist and Administrator Assistant to join our Reception Team at Weavers Croft in Stroud, working Monday, Wednesday, Thursday and Friday (9am to 5pm).  Weavers Croft accommodates approximately 120 staff, with 9 meeting rooms and 6 teams working together providing mental health and learning disability care to service users.

It is essential that the successful candidate has a confident, calm and empathetic approach and are able to communicate effectively as part of a team.  The role is within a busy, dynamic and ever-changing environment and a flexible and positive approach is essential.  We are looking for someone that can multi-task and not get flustered during the busy periods.

You will be working collaboratively alongside your Reception colleagues to ensure that all service-users are welcomed in a professional manner.  You will also be managing phone calls and visitor activity coming into the building, and providing a comprehensive, confidential, reception and administrative service. As well as providing support to maintain the operational function of the building.

If you are a team player with reception/administration/customer service experience and excellent customer service skills we would very much welcome your application. In return we offer a varied team environment with regular supervision, appraisals and a commitment to supporting staff in their continuous development.

Main duties of the job

• Welcome clients, relatives, and visitors in a friendly and courteous manner, assisting them with their enquiries.
• To deal competently and discreetly with queries either face to face or via the telephone using appropriate protocols
• Recording messages as appropriate and passing these on to the correct department
• To deal with all incoming and outgoing mail 
• To be competent at booking rooms using the computerised room booking system.
• To be competent in the use of the photocopier, scanning in order to upload documents on to RiO (patient computerised filing system).
• Photocopying and maintaining adequate supplies of forms and paperwork.
• To process new files and maintain clients notes and records as appropriate using current RiO System and the Case Note Tracker System
• Update building telephone lists as and when required.
• Assist lunchtime rota in liaison with Reception Team
• Carry out weekly reception tasks to ensure continuous supply of forms for staff to use, room bookings, message pages and signing in pages.
• To keep the reception / waiting areas tidy and ensure notice boards are up to date.
• To provide cover for other administrative staff in their absence or as required by the Locality Support Services Manager

The qualification, training & experience requirements for the role are outlined in the Job Description/Person Specification.

Working for our organisation

We have in excess of 5000 staff working over 50 sites, providing a diverse range of services. We strive to support an organisational culture that is welcoming, builds and celebrates inclusivity and diversity and provides a sense of belonging and trust. 

The annual NHS Staff Survey gives our people the opportunity to tell us about their experience working at the Trust.  For the 2023 survey just over 2800 colleagues gave us their views (58.5%).   It was great to see from the results that colleagues are saying that:

• 89.7% believe they are making a positive difference to patients/service users; 
• 73.3% would recommend the organisation as a place to work; 
• 82.4% agree that care of patients and service users is the organisations priority;
• 76.7% would be happy with the standard of care for a friend or relative     

Our results put us as 5th nationally as a Community, Mental Health and Learning Disabilities NHS Employer of Choice and 1st equal amongst all NHS Provider Trusts in the South West. However, we know we have more to do and will continue to drive forward our commitment to making GHC a Great Place to Work.