Job summary
We are looking to recruit a part-time two Admin
Support/Receptionist to support our Sexual Health administrative team based at Trinity
Square Health Centre and Palmers Community Hospital.
The post holder will be one of a team of administrative
support staff who provide essential administrative functions, whilst
interfacing with clinical and administrative staff, patients and the general
public. The service is fast paced,
and you would be expected to carry out a variety of administrative tasks and
support both teams when necessary.
Candidates must be able to
demonstrate they have the ability to communicate effectively with people at all
levels by telephone and in person.
Excellent organisational skills, flexibility and time management are
also essential.
You should have excellent
keyboard skills and a working knowledge of software packages.
Main duties of the job
To
provide reception and clerical and administrative duties, supporting the
provision of an efficient and effective service to the Sexual Health Service
from Monday to Saturday during opening hours of 08:30 until 19:00.
To
take phone calls, greet patients and visitors, deal with queries or direct
calls, patient and visitors.
Contribute to
effective communication links between all members of Sexual Health Service.
Maintain
accurate written and electronic information systems, supporting data input onto
IT systems.
To support the administrative functions of the Sexual Health Service.
About us
Please help us by adding your telephone number to your application form this will allow us to contact you quickly if required.
One Team One Trust - There are many reasons to work at our Trust. From our commitment to putting people first to our accessible services and award winning teams. We have a passion for research, innovation and tackling inequalities. We are committed to respect, fairness and civility and promote a compassionate, caring and positive culture / working environment.
We welcome all applications irrespective of peoples race, disability, gender, sexual orientation, religion/belief, age, gender identity, marriage and civil partnership, pregnancy/maternity and in particular those from under- represented groups. Looking after our workforces health and wellbeing is a priority for STSFT. We also provide access to high quality education, training, career progression and support. Flexible working is supported via the Trust's Flexible Working Policy.
The Trust employs around 8,300 people and provides a range of hospital services to a local community of around 430,000 residents. We also provide a range of more specialised services outside this area, in some cases to a population as great as 860,000. We offer our staff outstanding benefits - Fitness Centre (SRH), libraries at both hospital sites, chaplaincy support and access to a Childcare Co-ordinator to help staff with childcare arrangements.
Job description
Job responsibilities
PLEASE REFER TO THE ATTACHED JOB DESCRIPTION FOR FURTHER DUTIES OF THE ROLE.
Process
all requests for appointments from all communication routes including face to
face, telephone and electronic.
Undertake
administrative processes associated with the issue of dual screening kits and
condoms.
Support
wider administration processes including processing forms / documentation, scanning,
filing, copying, and deal with telephone queries for wider service.
Plans
and allocates own workload within the department and monitors outcomes of same
Provide
information and assist in the audit process.
Process
test results in line with standard operating procedure
To
deal with enquiries efficiently and promptly, assessing priority and relaying
information to appropriate service users and referrers
Promote
and develop the use of the service.
Liaise
with external agencies as necessary to carry out your role.
To
handle confidential, sensitive or contentious information appropriately,
liaising with individuals as appropriate
Operate
and ensure efficient and effective day to day operation of computer systems.
To
attend and contribute to department meetings
To
comply with the regulations concerning the Data Protection Act and
confidentiality
Check
stationery levels and order as necessary
Maintain
the stock control system and requisition supplies as required
Follow
the agreed process for the management of test results within service, including
use of the SMS system within the electronic patient record.
Job description
Job responsibilities
PLEASE REFER TO THE ATTACHED JOB DESCRIPTION FOR FURTHER DUTIES OF THE ROLE.
Process
all requests for appointments from all communication routes including face to
face, telephone and electronic.
Undertake
administrative processes associated with the issue of dual screening kits and
condoms.
Support
wider administration processes including processing forms / documentation, scanning,
filing, copying, and deal with telephone queries for wider service.
Plans
and allocates own workload within the department and monitors outcomes of same
Provide
information and assist in the audit process.
Process
test results in line with standard operating procedure
To
deal with enquiries efficiently and promptly, assessing priority and relaying
information to appropriate service users and referrers
Promote
and develop the use of the service.
Liaise
with external agencies as necessary to carry out your role.
To
handle confidential, sensitive or contentious information appropriately,
liaising with individuals as appropriate
Operate
and ensure efficient and effective day to day operation of computer systems.
To
attend and contribute to department meetings
To
comply with the regulations concerning the Data Protection Act and
confidentiality
Check
stationery levels and order as necessary
Maintain
the stock control system and requisition supplies as required
Follow
the agreed process for the management of test results within service, including
use of the SMS system within the electronic patient record.
Person Specification
Qualifications
Essential
- General level of education GCSE (or equivalent)
- NVQ 2 in administration (or equivalent relevant experience)
Desirable
- Customer Care Qualification
- IT qualification
Experience
Essential
- Experience of operating electronic booking systems
- Experience of working in contact centre / customer service environment
- Willingness to update knowledge and skills as part of continuous personal development plan
- Experience of office administration preferably within an NHS / health care environment
- Experience of computer packages and software including Excel, Word, Outlook
- Experience of working in a confidential environment
Desirable
- Experience of electronic booking systems
Skills and Knowledge
Essential
- Excellent interpersonal and communication skills with proven experience of working with professionals at all levels and the public
- Organisational and planning skills with proven ability to prioritise own workload
- Good knowledge and practical skills of working in a busy contact centre
- Ability to work autonomously and flexibly as part of a team, developing good working relationships with colleagues.
Desirable
- Knowledge of patient booking system / electronic health record
- Knowledge of sexual health services specific software ( e.g. Lily)
- Knowledge of equipment service administration processes
Special requirements
Essential
- Able to meet the travel requirements of the post
- Flexible approach to work
- Stamina to continue to lead in challenging situations
- Self-confidence
Person Specification
Qualifications
Essential
- General level of education GCSE (or equivalent)
- NVQ 2 in administration (or equivalent relevant experience)
Desirable
- Customer Care Qualification
- IT qualification
Experience
Essential
- Experience of operating electronic booking systems
- Experience of working in contact centre / customer service environment
- Willingness to update knowledge and skills as part of continuous personal development plan
- Experience of office administration preferably within an NHS / health care environment
- Experience of computer packages and software including Excel, Word, Outlook
- Experience of working in a confidential environment
Desirable
- Experience of electronic booking systems
Skills and Knowledge
Essential
- Excellent interpersonal and communication skills with proven experience of working with professionals at all levels and the public
- Organisational and planning skills with proven ability to prioritise own workload
- Good knowledge and practical skills of working in a busy contact centre
- Ability to work autonomously and flexibly as part of a team, developing good working relationships with colleagues.
Desirable
- Knowledge of patient booking system / electronic health record
- Knowledge of sexual health services specific software ( e.g. Lily)
- Knowledge of equipment service administration processes
Special requirements
Essential
- Able to meet the travel requirements of the post
- Flexible approach to work
- Stamina to continue to lead in challenging situations
- Self-confidence
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