Receptionist/Administration Assistant

First Community Health and Care

This job is now closed

Job summary

We are looking for a part-time Receptionist/Administrator to cover a vacancy that has arisen as the postholder is on secondment for one year from July 2024 to June 2025.

The duties include opening and locking up the public entrance to the building, greeting visitors and directing them within the building, answering telephone and email queries, actioning ad-hoc meeting room booking requests, ordering supplies, looking up patient appointments on our clinical information system and dealing with the post and deliveries. This is an Agenda For Change Band 3 role.

There is ample free staff parking at Orchard House and it is close to bus routes and Salfords railway station.

If you are interested, please contact rachel.buckenham@nhs.net.

Interviews will be on Friday, 26 July 2024.

Main duties of the job

To provide a comprehensive reception service to the First Community head office. As front line staff, a high level of customer service is expected at all times, both face to face and via the telephone.

Other duties/requirements:

Meet and greet visitors/staff attending meetings at Orchard House.
Take delivery of and distribute all incoming post: frank and send out all outgoing post.
To manage the meeting room booking system.
To order and maintain stock of stationery and supplies.
Undertake various administrative tasks as part of the reception duties and provide secretarial/administrative support to members of staff at headquarters.
Excellent communication and IT skills are an essential part of this role; the post holder must be proficient in Microsoft Outlook and Word and have a working knowledge of Excel and PowerPoint.
Post holder will be required to use computerised record systems (EMIS) to access patient information and to record data accurately in line with the data protection act and Company guidelines.
Post holder will be required to carry out some manual lifting/moving of equipment on a regular basis.

About us

Do you want to be part of an organisation that was rated best provider of NHS care to work for nationwide? (2023 staff survey results)

First Community is a staff owned social enterprise rated Good by CQC, which delivers NHS community services across east Surrey and parts of West Sussex. We are looking for individuals who share our values First-rate care, First-rate people, First-rate value.

First Community is a great place to work, everyone has a voice and is supported to develop their career to its full potential. We offer all our staff: NHS terms and conditions, high quality training and development opportunities, flexible working to enable a good work life balance, an inclusive and friendly work environment, an NHS pension, flexible retirement options and various employee benefits.

Please talk to us before applying or at interview about the flexibility you need. We may not be able to meet your needs exactly, but we do promise to fully consider your request and meet your needs where possible. Please note, flexible working options may vary depending on the role.

At First Community we welcome applications from black, Asian and minority ethnic candidates, LGBTQ+ candidates and candidates with disabilities. We ensure that all applicants are treated fairly and consistently at every stage of the recruitment process, including the consideration of reasonable adjustments.

Sustainability is integral to First Community achieving the NHS Net Zero target.

Date posted

03 July 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£22,816 to £24,336 a year +5% HCAS, per annum, pro rata

Contract

Fixed term

Duration

12 months

Working pattern

Part-time, Flexible working

Reference number

B9078-FC970

Job locations

First Community Health & Care

Bonehurst Road

Redhill

RH1 5EL

Job description

Job responsibilities

The post holder is responsible for providing a comprehensive reception service to the First Community head office.

As a front-line member of staff, a high level of customer service is expected at all times, both face to face and via the telephone.

As with all such roles, confidentiality is required at all times.

When completing your application please refer to both the Application Guide and full Job Description - these can be found under supporting documents.

Job description

Job responsibilities

The post holder is responsible for providing a comprehensive reception service to the First Community head office.

As a front-line member of staff, a high level of customer service is expected at all times, both face to face and via the telephone.

As with all such roles, confidentiality is required at all times.

When completing your application please refer to both the Application Guide and full Job Description - these can be found under supporting documents.

Person Specification

Qualifications

Essential

GCSE Maths and English or equivalent.

Knowledge

Essential

Numeracy and literacy skills.
Excellent IT skills; Microsoft Word and Outlook to an Intermediate/ high level; with a working knowledge of Excel and PowerPoint.
The ability to organise and prioritise work, a flexible approach to work and positive response to change.
The ability to work to tight deadlines.
Ability to demonstrate a high level of initiative.
Independent thinker with demonstrated good judgement, problem-solving and analytical skills.
Ability to work under pressure and to meet deadlines.
Good time management.

Skills

Essential

Excellent written and verbal communication skills.
Excellent interpersonal skills.
Clear communicator with the ability to relay information concisely and accurately.
Ability to maintain confidentiality at all times.
The ability to respond to people at all levels in own and partner organisations.
Excellent IT and keyboard skills

Other

Essential

An ability to maintain confidentiality and trust.
Used to working in a busy environment with interruptions.
Professional, calm and efficient manner.
Ability to work on own initiative and organise own workload without supervision working to tight and often changing timescales.
The ability to work as part of a team.
Trustworthy and reliable.
Proactive and committed.
Presentable appearance.

Experience

Essential

Experience of working in an administrative environment.
Experience of dealing with other organisations.
Experience of dealing with complex workloads.
Experience of working with a diverse group of people at all levels.

Desirable

Experience of working in the NHS.
Experience of working in support of senior managers.

Person Specification

Qualifications

Essential

GCSE Maths and English or equivalent.

Knowledge

Essential

Numeracy and literacy skills.
Excellent IT skills; Microsoft Word and Outlook to an Intermediate/ high level; with a working knowledge of Excel and PowerPoint.
The ability to organise and prioritise work, a flexible approach to work and positive response to change.
The ability to work to tight deadlines.
Ability to demonstrate a high level of initiative.
Independent thinker with demonstrated good judgement, problem-solving and analytical skills.
Ability to work under pressure and to meet deadlines.
Good time management.

Skills

Essential

Excellent written and verbal communication skills.
Excellent interpersonal skills.
Clear communicator with the ability to relay information concisely and accurately.
Ability to maintain confidentiality at all times.
The ability to respond to people at all levels in own and partner organisations.
Excellent IT and keyboard skills

Other

Essential

An ability to maintain confidentiality and trust.
Used to working in a busy environment with interruptions.
Professional, calm and efficient manner.
Ability to work on own initiative and organise own workload without supervision working to tight and often changing timescales.
The ability to work as part of a team.
Trustworthy and reliable.
Proactive and committed.
Presentable appearance.

Experience

Essential

Experience of working in an administrative environment.
Experience of dealing with other organisations.
Experience of dealing with complex workloads.
Experience of working with a diverse group of people at all levels.

Desirable

Experience of working in the NHS.
Experience of working in support of senior managers.

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.