Receptionist & Administration Assistant

Job overview

You will be working within a small friendly Reception Team who will welcome you, share their knowledge and be an integral part of your local induction.

Cirencester Memorial Centre is a community mental health site where outpatients, group work and therapy appointments take place for the patients we care for. Our Reception Team play an integral and important part in the care services we provide, by welcoming and greeting patients, demonstrating excellent customer service and putting patients at ease.

• To provide reception, clerical and administration duties, maintaining an efficient and friendly service to patients, relatives and visitors.
• To liaise with staff across the Gloucestershire Health & Care NHS Foundation Trust.
• Support the Locality Support Services Manager and the Reception/Administrative Team in the administrative function as required.
• To project the professional image of the business through demonstrating excellent customer care in all activities.

We will be moving services to Cirencester Hospital in the future however your dedicated reception role will still be vital in maintaining continuity of care to our patients.

Working hours will be 8.30 until 4.30, three days per week, however we are looking for a flexible team player that can work flexibly in order to cover Reception Team work colleagues for days of leave etc. and additional working days during the week on these occasions will be required to meet the service needs.

Job description

• Welcome clients, relatives, and visitors in a friendly and courteous manner, assisting them with enquiries
• To deal competently and discreetly with queries either face to face or via the telephone using appropriate protocols
• Recording messages as appropriate
• To deal with all incoming and outgoing mail
• To be competent at booking rooms using the computerised room booking system, Bookwise, training will be provided.
• 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, (system training will be provided).
• 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 as well as ordering stationery.
• 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.
• To ensure that mandatory training is up to date .
• To undertake any other duties as and when required.
• Acts in ways that; support equality and value diversity. Treat everyone with dignity and respect.

Job responsibilities

This role is offered on a permanent basis. The hours are part-time, 22.5 hours per week.

This post requires the post holder to be able to undertake all statutory and mandatory training and post holders must be able to undertake physical interventions. Fitness for physical intervention will be assessed by Occupational Health.

To ensure you fully understand how the Trust, as a Data Controller, will process and store your data please read the attached document Applicant and Staff Privacy Notice prior to applying for the role.

Candidates for any staff appointment shall, when making application, disclose in writing to the Trust whether they are related to any governor. Failure to disclose such a relationship may disqualify a candidate and, if appointed, may render them liable to dismissal.

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

This role is not eligible for sponsorship as per the Governments UK VISA and Immigration Rules and Regulations. For more information please visit https://www.gov.uk/browse/visas-immigration/work-visas

About the organisation

We have a skilled and dedicated workforce of over 5000 colleagues working in a diverse range of services over 55 sites and within people's homes. We strive to enable a welcoming workplace culture that builds and celebrates civility, inclusivity and diversity, while providing a sense of belonging and trust.

Annual staff surveys, regular Pulse surveys and other engagement opportunities provide our people with lots of opportunity to tell us about their experiences of working with us. In the latest staff survey, 61% of colleagues gave us their views. It was great to hear that:

• 72% of colleagues would recommend the Trust as a place to work, ranking us 1st for Provider Trusts in the South West region on this question.
• 76% would recommend the standard of care provided in our services if a friend or relative needed treatment, also ranking us 1st in the South West region.
• 81% said that care of patients and service users is the Trust's priority, compared with an average in comparable NHS Trusts in England of 64%.

This high-level overview shows we are in a healthy position, with higher scores than average for comparable organisations, alongside a great response rate, indicating good staff engagement. However, we also know we have plenty of room for improvement in many areas. To that end, we continue to prioritise and invest in our commitment to genuinely becoming a Great Place to Work with consistent top-quartile performance in the annual staff survey and Pulse surveys.

Person specification

Qualifications

Essential

• GCSE's or Equivalent
• Good literacy and numeracy skills

Desirable

• NVQ Level 1 in administration
• European Computer Driving Licence (ECDL) or equivalent

Personal Skills Abilities and Attributes

Essential

• Effective communication skills both written and verbal
• Demonstrates ability to undertake a wide range of basic administrative tasks
• Ability to work autonomously and as part of a team
• Proactive approach and ability to problem solve and prioritise
• Willingness to further develop IT and clerical skills and knowledge

Desirable

• Ability to contribute to the continuous improvement of systems and processes

Supporting documents

• 327-26-679_Receptionist & Administration Assistant JD & PS.docx (DOCX, 152 KB)