Receptionist / Administrator

Navigo Health and Social Care CIC

Information:

This job is now closed

Job summary

An exciting opportunity has arisen for a receptionist/administrator to provide reception cover for Community Mental Health Services currently based at Weelsby View.

You will need to be educated to GSCE level A-C in English and Mathematics and hold the RSA/OCR 1 or equivalent in typing/word processing standard.

It is essential that you have experience of working on a busy reception and have excellent customer service skills. You should have the ability to multi-task and the ability to work to processes and set deadlines.

The role will include answering telephone calls, meeting and greeting and other general administrative duties such as scanning.

Main duties of the job

To provide reception cover which includes meeting and greeting and answering telephones.

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You will be responsible for maintaining up to date knowledge on Navigo policies, processes and procedures and working within these at all times.

You will input information on our database and will be responsible for room bookings, scanning and other general administrative duties.

You will rotate weekly and either be based on our reception where you will meet and greet members of the public. You will oversee voice mail messages, scanning, prescriptions and a variety of other administrative tasks. When not based on the front reception you will be answering incoming telephone calls, using SystmOne and transferring calls to the relevant person/team

he post holder will be pivotal in ensuring delivery of an excellent front of house reception/telephone service. The post-holder will assist in ensuring the service experience is positive and service user confidentiality is maintained at all time

About us

Hello!

We are Navigo. We look after North East Lincolnshire mental health and well-being. We are an award-winning social enterprise that provides mental health services to the NHS and beyond.

The whole basis of our work is to deliver services that we would be happy for our own family to use.

We offer a range of mental health services, including acute and community facilities as well as specialist support such as outstanding older adults inpatient services, rehabilitation and recovery community mental health and an outstanding specialist eating disorder facility.

Ranked as one of the top UK companies to work for, we featured in the Best Companies top 100 large company list and were named sixth best health and social care company 2023.

As a social enterprise, we do things a little bit differently and have also developed income-generating commercially viable businesses that provide training, education and employment opportunities including Grimsby Garden Centre and two cafes.

Working at Navigo is not like working anywhere else. Lots of places say that, but we really mean it.

We like to work with forward-thinking people who want to make a difference.

Come join us!

Date posted

25 September 2024

Pay scheme

Agenda for change

Band

Band 2

Salary

£23,615 a year pro rata

Contract

Fixed term

Duration

6 months

Working pattern

Part-time

Reference number

B9816-170-3

Job locations

Weelsby View Health Centre

Ladysmith Road

Grimsby

DN32 9SW


Job description

Job responsibilities

MAIN DUTIES / RESPONSIBILITIES:

1. To meet and greet as the first point of face to face contact for service users, families and visitors alerting arrival of same to Team Members/Ward as appropriate.

2. To deal with telephone enquiries from Service Users suffering with mental health illnesses using empathy, understanding, initiative, tact and tenacity where appropriate ensuring accurate information is forwarded appropriately in order for appropriate care and follow up to be facilitated ensuring notification to relevant staff members of any concerns.

3. To liaise with a range of internal and external personnel on a daily basis including Clinical Professionals, Service Users and their Families/Carers, GP practices, Consultants, Hospital departments and Health and Local Authority staff.

4. Ensure the maintenance of the In/Out Board and Signing In/Out Visitors book taking responsibility of same in the case of fire drill or actual emergency.

5. To act as central reporting and information point for telephone/photocopier maintenance.

6. To act as central reporting of building faults as required.

7. To take responsibility for processing and distribution of incoming mail and be the central point for outgoing mail collection.

8. To provide administration/secretarial assistance including typing, scanning and photocopying as directed by Administration Team Lead to support the Administration team..

9. Work within the implemented Reception Administration pathway checklist.

10. To understand the need for confidentiality ensuring security of service user data in accordance with Navigo policy

11. Bring to the attention of senior staff members any relevant concerns he-she considers may jeopardise service delivery and or care provision.

12. To attend and participate in relevant Team Development activities and team meetings including Administrative, Clinical and Business Meetings.

13. To ensure health and safety procedures are adhered to and actioned as necessary.

14. To maintain confidentiality at all times and to comply with the Data Protection Act and Access to Health Records procedures.

15. To comply with Health and Safety Regulations and work within the policy guidelines of Navigo.

16. To effectively manage compliance in mandatory training within the guidelines of Navigo.

17. Maintain an up to date and proficient working knowledge of Navigo policies, procedures and processes ensuring changes in process and procedures are embedded in working practice.

18. Involvement as requested in new service initiatives and participation in working groups as appropriate and to meet needs of service.

19. Provide administrative input and perspective to developments within service as appropriate.

20. Any other reasonable duty in connection with the work of the Team and as required by the organisation.

Job description

Job responsibilities

MAIN DUTIES / RESPONSIBILITIES:

1. To meet and greet as the first point of face to face contact for service users, families and visitors alerting arrival of same to Team Members/Ward as appropriate.

2. To deal with telephone enquiries from Service Users suffering with mental health illnesses using empathy, understanding, initiative, tact and tenacity where appropriate ensuring accurate information is forwarded appropriately in order for appropriate care and follow up to be facilitated ensuring notification to relevant staff members of any concerns.

3. To liaise with a range of internal and external personnel on a daily basis including Clinical Professionals, Service Users and their Families/Carers, GP practices, Consultants, Hospital departments and Health and Local Authority staff.

4. Ensure the maintenance of the In/Out Board and Signing In/Out Visitors book taking responsibility of same in the case of fire drill or actual emergency.

5. To act as central reporting and information point for telephone/photocopier maintenance.

6. To act as central reporting of building faults as required.

7. To take responsibility for processing and distribution of incoming mail and be the central point for outgoing mail collection.

8. To provide administration/secretarial assistance including typing, scanning and photocopying as directed by Administration Team Lead to support the Administration team..

9. Work within the implemented Reception Administration pathway checklist.

10. To understand the need for confidentiality ensuring security of service user data in accordance with Navigo policy

11. Bring to the attention of senior staff members any relevant concerns he-she considers may jeopardise service delivery and or care provision.

12. To attend and participate in relevant Team Development activities and team meetings including Administrative, Clinical and Business Meetings.

13. To ensure health and safety procedures are adhered to and actioned as necessary.

14. To maintain confidentiality at all times and to comply with the Data Protection Act and Access to Health Records procedures.

15. To comply with Health and Safety Regulations and work within the policy guidelines of Navigo.

16. To effectively manage compliance in mandatory training within the guidelines of Navigo.

17. Maintain an up to date and proficient working knowledge of Navigo policies, procedures and processes ensuring changes in process and procedures are embedded in working practice.

18. Involvement as requested in new service initiatives and participation in working groups as appropriate and to meet needs of service.

19. Provide administrative input and perspective to developments within service as appropriate.

20. Any other reasonable duty in connection with the work of the Team and as required by the organisation.

Person Specification

Experience

Essential

  • Experience of working in a busy office environment with the ability to multi-task
  • Ability to work to processes and set deadlines
  • Experience of working in a customer service environment

Desirable

  • Ability to deal with stressful situations and clients
  • Fire Warden trained or willing to work towards if required by area of service
  • First Aid trained or willing to work towards if required by area of service
  • Proof Reading trained or willing to work towards.

Skills & Attributes

Essential

  • Excellent communication skills; articulate, legible and meaningful and able to adjust communication style and content to the audience (Experience/Ability to deal with telephone enquiries from other Agencies, Clients and related Mental Health professionals)
  • Attention to detail and accuracy
  • Active and effective team member, co-operating to work together and in conjunction with others and willing to help and assist wherever possible and appropriate.
  • Adaptable and flexible in approach to working practice
  • Ability to use own initiative
  • Ability to work under pressure
  • Able to develop, establish and maintain positive relationships with others both internal and external to the organisation
  • Good IT skills
  • Willingness to undertake further training as required

Desirable

  • Knowledge of mental health services
  • Knowledge of hospital administration systems
  • Knowledge of medical terminology

Qualifications

Essential

  • Educated to GCSE level grade A to C or equivalent including Mathematics and English Language
  • RSA/OCR I Typing/Word Processing standard

Desirable

  • Previous NHS secretarial/administrative experience/knowledge of hospital administration procedures
  • Willingness to undertake training
  • Experience of working in a team

Other requirements

Essential

  • Understands the need for confidentiality
  • Understands the need for liaison with service users and their families sensitively, warmly and with empathy
Person Specification

Experience

Essential

  • Experience of working in a busy office environment with the ability to multi-task
  • Ability to work to processes and set deadlines
  • Experience of working in a customer service environment

Desirable

  • Ability to deal with stressful situations and clients
  • Fire Warden trained or willing to work towards if required by area of service
  • First Aid trained or willing to work towards if required by area of service
  • Proof Reading trained or willing to work towards.

Skills & Attributes

Essential

  • Excellent communication skills; articulate, legible and meaningful and able to adjust communication style and content to the audience (Experience/Ability to deal with telephone enquiries from other Agencies, Clients and related Mental Health professionals)
  • Attention to detail and accuracy
  • Active and effective team member, co-operating to work together and in conjunction with others and willing to help and assist wherever possible and appropriate.
  • Adaptable and flexible in approach to working practice
  • Ability to use own initiative
  • Ability to work under pressure
  • Able to develop, establish and maintain positive relationships with others both internal and external to the organisation
  • Good IT skills
  • Willingness to undertake further training as required

Desirable

  • Knowledge of mental health services
  • Knowledge of hospital administration systems
  • Knowledge of medical terminology

Qualifications

Essential

  • Educated to GCSE level grade A to C or equivalent including Mathematics and English Language
  • RSA/OCR I Typing/Word Processing standard

Desirable

  • Previous NHS secretarial/administrative experience/knowledge of hospital administration procedures
  • Willingness to undertake training
  • Experience of working in a team

Other requirements

Essential

  • Understands the need for confidentiality
  • Understands the need for liaison with service users and their families sensitively, warmly and with empathy

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.

Employer details

Employer name

Navigo Health and Social Care CIC

Address

Weelsby View Health Centre

Ladysmith Road

Grimsby

DN32 9SW


Employer's website

https://navigocare.co.uk/ (Opens in a new tab)


Employer details

Employer name

Navigo Health and Social Care CIC

Address

Weelsby View Health Centre

Ladysmith Road

Grimsby

DN32 9SW


Employer's website

https://navigocare.co.uk/ (Opens in a new tab)


For questions about the job, contact:

Admin Manager

Catherine Garnett

catherine.garnett@nhs.nett

01472808500

Date posted

25 September 2024

Pay scheme

Agenda for change

Band

Band 2

Salary

£23,615 a year pro rata

Contract

Fixed term

Duration

6 months

Working pattern

Part-time

Reference number

B9816-170-3

Job locations

Weelsby View Health Centre

Ladysmith Road

Grimsby

DN32 9SW


Supporting documents

Privacy notice

Navigo Health and Social Care CIC's privacy notice (opens in a new tab)