Job summary
- Main area
- Receptionist
- Grade
- Band 2
- Contract
- Permanent
- Hours
- 37.5 hours per week (Full time - 37.5 hours per week - Monday - Friday, working hours: 09:00 - 17:00)
- Job ref
- 186-893-24-FS
- Employer
- Nottinghamshire Healthcare NHS Foundation Trust
- Employer type
- NHS
- Site
- Westminster House
- Town
- Nottingham
- Salary
- £22,383 per annum pro rata
- Salary period
- Yearly
- Closing
- 31/07/2024 23:59
- Interview date
- 12/08/2024
Employer heading
Receptionist
Band 2
Job overview
This is a customer facing role that requires the post holder to provide a comprehensive efficient, confidential and tactful reception, clerical and administrative service for the department. This could include maintaining patient related records/databases making appointments and preparing correspondence.
Main duties of the job
To undertake office duties including message management, opening & distributing mail, dealing with telephone calls & enquiries, production of documents, typing, photocopying, collating documents and electronic filing as well as general administration support services to the department.
The successful candidate will be:
• Highly presentable with strong communication and people skills
• Knowledge of office management and basic administrative processes
• Positive ‘can-do’ attitude
• Good organisational and multi-tasking abilities
• Self-motivated
• Confident with Microsoft Office and all associated packages (Outlook, Word, Excel).
Working for our organisation
Nottinghamshire Healthcare employs over 10,000 colleagues who help #MakeADifference every day. We provide intellectual disability, mental health, community health, forensic and offender healthcare services across Nottinghamshire, Leicestershire, Lincolnshire and South Yorkshire. Care is delivered from over 120 sites within the community from acute settings and across low, medium and high secure environments including prisons.
As one of the largest mental health and community trusts in the East Midlands and one of the biggest employers in Nottinghamshire. We are also home to national and regional services such as the National High Secure Deaf Service and the Nottingham Centre for Transgender Health.
We are committed to flexible and agile working, including the opportunity to join our bank.
Your health and wellbeing is our priority and as such we invest significantly in this via our in-house Occupational Health Service, Staff Counselling Service and Health and Wellbeing Team.
We offer a number of employee-led staff networks, including Equality, Diversity and Inclusion (EDI) groups, our Green Champions Network, Freedom to Speak Up Network. Health and Wellbeing Champions Network and Menopause Champions. We provide care to a diverse range of communities and are passionate about supporting diversity and inclusion in the Trust.
If you believe in our values of Trust, Honesty, Respect, Compassion and Teamwork, then we would love to hear from you!
#TeamNottsHC
Detailed job description and main responsibilities
To provide a welcoming and confidential reception service in a specific designated area. To work as a part of a team providing clerical and administrative support.
Reception duties to include meeting patients, visitors and staff dealing with face to face/telephone enquiries.
Maintain healthcare records including computerised systems and databases.
Responsible for reporting building maintenance issues.
Responsible for health & safety of staff/patients within the building and requires to monitor the CCTV system in reception when patients are in appointments with staff.
Uploading and scanning to computer bases.
Responsible for carrying ot building checks and personal alarm tests every week and record outcome.
To receive and make internal and external telephone calls from staff, patients, member of the public and external agencies ensuring that messages received are appropriately signposted and actioned.
To order equipment/supplies on the procurement system and pay invoices upon receipt of goods.
Ensuring the diary calendars are updated and displayed in reception on a weekly basis.
Preparation of clinics, ensuring up to date records are available.
Type up correspondence, as and when required.
Booking and cancelling patient appointments.
Facility room bookings for the patient rooms and meeting rooms.
Typing up correspondence including letters, memos, minutes and collating reports.
To implement and maintain adequate filing and follow up systems.
Transfer of individual and bulk files for archiving between locations.
Filing and photocopying, printing and attaching documents.
Input clinical data and maintain accurate records.
Identify health and safety practices that are appropriate to self and others.
To patriciate in appropriate training courses and updates in accordance with mandatory training requirements and undertake a personal development plan yearly.
To be flexible in the role and to cover other areas to support the demands of the service.
To undertake any other duties that would be a reasonable expectation of the role.
Receive and distribute mail.
Update noticeboards and posters as requested.
Please note that this post does not meet the pay level required for a Skilled worker visa.
Successful applicants with no prior NHS experience would normally be placed at the bottom of the band in line with Agenda for Change. This salary is below the minimum salary required for sponsorship for a Skilled Worker / Health & Care visa. In these circumstances the Trust would not, therefore, be able to sponsor for a Skilled Worker / Health & Care visa.
Applicants requiring a Skilled Worker Visa can determine the likelihood of obtaining a Certificate of Sponsorship against the relevant criteria here https://www.gov.uk/skilled-worker-visa
Person specification
Qualifications
Essential criteria
- Minimum OCR/RSA II typing/word processing or equivalent level of knowledge and experience
- NVQ Level 2 Business & Administration or working towards
Desirable criteria
- ECDL or equivalent
Experience
Essential criteria
- Experience of working in an office environment
- Customer Service experience
- SystmOne/Rio experience
Desirable criteria
- Experience of working in the NHS
Skills
Essential criteria
- Good verbal/written communication skills
- Excellent IT skills and knowledge of IT systems
- Excellent telephone manner
Other
Essential criteria
- Awareness of confidentiality requirements
- Ability to work as part of a team
Values and Behaviours
Essential criteria
- All colleagues are expected to demonstrate that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust Honesty Respect Compassion Teamwork
- All colleagues are expected to demonstrate an understanding of and commitment to Equality, Diversity and Inclusion (EDI) and how it applies to their role. The Trust’s expectations are highlighted within our EDI Policy, and associated EDI and Human Rights legislation
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Rebecca Worrall
- Job title
- Admin Team Leader & PA to Operational Manager
- Email address
- [email protected]
- Telephone number
- 07502 591268
- Additional information
If Rebecca is unavailable please contact Bryony Gascoigne on 0115 969 1300 ext: 17693.
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