Job summary
Reception is a key role within Mountbatten Hampshire; our dedicated Receptionists often make the first impression that our visitors have of our business.
Do
you possess excellent customer service, have great eye for detail and love to
work in a fast paced environment?
We are looking for a kind and considerate
Admin Support Officer / Receptionist to join our team.
Main duties of the job
The
successful candidate will be required to receive, assist and direct patients or
visitors of Mountbatten Hampshire to access the appropriate services or
healthcare professional in a courteous, efficient and effective way.
The
postholder will provide a positive and friendly image to all patients and
visitors, either in person or via the telephone. They will also provide
day to day support for other administration duties for other departments within
Mountbatten Hampshire as required.
About us
Your Local Hospice:
If you live in Southampton and West Hampshire, Mountbatten Hampshire (formerly Countess Mountbatten Hospice) is your local hospice.
We are a charity which provides free care and support to people with any life-limiting illness, including respiratory disease, Motor Neurone Disease, heart disease, advanced dementia, respiratory disease and cancer. We also provide free bereavement and psychological support to patients and their families.
Much of our work takes places in people's own homes across our community.
Mountbatten Hampshire is part of the Mountbatten Group, and its sister hospice is Mountbatten Isle of Wight.
Our Values
We care about what we do.
We appreciate that people are different, and we are kind and compassionate to our patients and families, to our local community and to each other
We are experts in our field.
We are professional at all times, aspiring to be the best that we can be in everything that we do
We are innovative and bold.
We respond quickly and creatively to the changing needs of our society within the scope of our human and financial resources
We respect our community.
We exist for our local population, now and into the future, and we believe that we can achieve more together by working in partnership with others
Job description
Job responsibilities
Overview of Role
To provide a comprehensive Reception service to all visitors,
patients and employees of Mountbatten
Act as first point of contact on Mountbatten Hampshire Reception,
greeting visitors in a professional, courteous, efficient and effective manner
to ensure that they always receive a high standard of customer care
To support as requested with other administrative tasks for other
Departments within Mountbatten Hampshire
Support the ordering of stationery, documents and other
consumables as requested by colleagues
To answer all calls into Mountbatten Hampshires switchboard
system as required, ensuring that all callers are directed to the appropriate
healthcare professional or department
Take appropriate action in managing emails and calls when other
team members are unavailable i.e. at meetings, on annual leave or sick leave as
required
Organise and arrange transport ie taxis as requested for visitors
to Mountbatten Hampshire as required, in accordance with designated procedures
To communicate effectively with all disciplines by giving and
receiving accurate information to ensure that all teams are kept fully informed
as required
When requested, complete project work within specified deadline
and to Mountbatten Hampshires standards
Communicate effectively in a sensitive and positive manner as all
times, ensuring that any matters you cannot resolve are directed to an
appropriate colleague in a timely manner
Receive, exchange and manage securely a range of complex and
sensitive information, e.g.: financial information, performance data, patient
records and confidential reports
To ensure all volunteer rotas for IPU and Drivers are completed
and sent to all relevant parties in a timely manner.
Assist clinical and other employees in all aspects of word
processing and systems compiling new forms/charts, tables using IT applications
as required
Ensure deliveries are stored and items are collected in a timely
manner, ensuring that all items are securely stored when left unattended
Responsible for all incoming and outgoing post, ensuring that all
outgoing post is correctly stamped and dispatched each day as required
Scan all requested documentation, always maintain
confidentialityand ensuring these are stored in accordance with
Mountbatten procedures
Inputting compliments to Datix in an accurate and timely manner
Ensure that all Mountbatten Hampshire visitors comply with any
prevailing regulations, e.g. hygiene or health and safety requirements,
including PPE, restrictions on visitors etc.
~Please refer to the attached Job Description, including Person Specification, for the full duties and responsibilities of this rewarding role~
Job description
Job responsibilities
Overview of Role
To provide a comprehensive Reception service to all visitors,
patients and employees of Mountbatten
Act as first point of contact on Mountbatten Hampshire Reception,
greeting visitors in a professional, courteous, efficient and effective manner
to ensure that they always receive a high standard of customer care
To support as requested with other administrative tasks for other
Departments within Mountbatten Hampshire
Support the ordering of stationery, documents and other
consumables as requested by colleagues
To answer all calls into Mountbatten Hampshires switchboard
system as required, ensuring that all callers are directed to the appropriate
healthcare professional or department
Take appropriate action in managing emails and calls when other
team members are unavailable i.e. at meetings, on annual leave or sick leave as
required
Organise and arrange transport ie taxis as requested for visitors
to Mountbatten Hampshire as required, in accordance with designated procedures
To communicate effectively with all disciplines by giving and
receiving accurate information to ensure that all teams are kept fully informed
as required
When requested, complete project work within specified deadline
and to Mountbatten Hampshires standards
Communicate effectively in a sensitive and positive manner as all
times, ensuring that any matters you cannot resolve are directed to an
appropriate colleague in a timely manner
Receive, exchange and manage securely a range of complex and
sensitive information, e.g.: financial information, performance data, patient
records and confidential reports
To ensure all volunteer rotas for IPU and Drivers are completed
and sent to all relevant parties in a timely manner.
Assist clinical and other employees in all aspects of word
processing and systems compiling new forms/charts, tables using IT applications
as required
Ensure deliveries are stored and items are collected in a timely
manner, ensuring that all items are securely stored when left unattended
Responsible for all incoming and outgoing post, ensuring that all
outgoing post is correctly stamped and dispatched each day as required
Scan all requested documentation, always maintain
confidentialityand ensuring these are stored in accordance with
Mountbatten procedures
Inputting compliments to Datix in an accurate and timely manner
Ensure that all Mountbatten Hampshire visitors comply with any
prevailing regulations, e.g. hygiene or health and safety requirements,
including PPE, restrictions on visitors etc.
~Please refer to the attached Job Description, including Person Specification, for the full duties and responsibilities of this rewarding role~
Person Specification
Abilities & Skills
Essential
- Understanding of confidentiality issues in a patient/client care setting
- Ability to deal with confrontation in a calm and professional manner
- Ability to adapt to changing needs and requirements
- Ability to work flexibly as part of a team to meet the needs of the service
- Ability to work effectively in a team environment as well as independently manage own workload
- Excellent telephone manner and ability to provide a great customer service
- Computer literate Word, Excel, PowerPoint and Outlook.
- Strong organisational and time management skills
- Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/ instructions to others and patients/carers
- Logical approach to tasks and problem solving
Qualifications
Essential
Experience
Essential
- Experience of using and operating a switchboard
- Experience of communicating with professionals in a variety of settings
- Experience of working in a busy admin/secretarial role
- Understanding of confidentiality issues in a patient/client care setting
- Experience of initiating and maintaining office systems
Other
Essential
- Be prepared to assist with Hospice fundraising
- Support and adopting of Mountbattens Values
- Willing to undertake further training as required
Person Specification
Abilities & Skills
Essential
- Understanding of confidentiality issues in a patient/client care setting
- Ability to deal with confrontation in a calm and professional manner
- Ability to adapt to changing needs and requirements
- Ability to work flexibly as part of a team to meet the needs of the service
- Ability to work effectively in a team environment as well as independently manage own workload
- Excellent telephone manner and ability to provide a great customer service
- Computer literate Word, Excel, PowerPoint and Outlook.
- Strong organisational and time management skills
- Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/ instructions to others and patients/carers
- Logical approach to tasks and problem solving
Qualifications
Essential
Experience
Essential
- Experience of using and operating a switchboard
- Experience of communicating with professionals in a variety of settings
- Experience of working in a busy admin/secretarial role
- Understanding of confidentiality issues in a patient/client care setting
- Experience of initiating and maintaining office systems
Other
Essential
- Be prepared to assist with Hospice fundraising
- Support and adopting of Mountbattens Values
- Willing to undertake further training as required
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
