Job summary
We need an Apprentice Receptionist to join our Informatics administration team at University Hospital Southampton NHS Foundation Trust. We are looking for a capable, enthusiastic and organised individual to manage the Informatics front desk and deliver administrative duties to the department. This exciting and varied role, and associated apprenticeship, offers you the opportunity to develop a wide range of administrative, communication and customer service skills, both on the job and during your dedicated study time.
You will be part of a small business services team within the wider Informatics department. The receptionist will work with all areas of the department and no day will be the same. Being part of the Informatics team will mean you are given the training and support needed to obtain a Level 3 Business Administration qualification, so will be suited to an individual looking to develop themselves and build the core skills required to progress a career in administration.
Main duties of the job
Attached you will find the person specification document which provides more detail about the essential and desirable skills and experience needed for this role. We highly recommend you review this document and use it when completing your application as these criteria are used by hiring managers as guidance during shortlisting.
For an overview of the main duties of the role please see the 'Job Description and Main Responsibilities' section below. To understand the day-to-day responsibilities in more detail please read the full job description document attached.
About us
What we can offer you
As one of the largest acute teaching Trusts in England, we offer learning and development opportunities to help you achieve the career you aspire to. UHS is rated 'Good' by the CQC and in the latest national NHS Staff Survey, we were in the top 10 acute trusts for staff engagement and for staff recommending the hospital as a place to work or receive care.
All non-clinical roles may involve a mixture of on site and remote working, specific details and flexible working options can be discussed as part of the interview process. UHS employees are able to access a range of NHS discounts, are entitled to a minimum of 35 days paid holiday (pro rata), and we offer a generous pension scheme.
Southampton is an attractive place to live and work situated on the south coast, with an international airport and direct trains to London. The New Forest National Park and beaches of the Jurassic coast are also right on our doorstep. The city offers living costs 20% lower than London and 14 schools rated outstanding by Ofsted.
Job description
Job responsibilities
Your Responsibilities
What youll do
-
Provide a professional and friendly welcome to staff and visitors who are in contact with the department
-
Deal with requests for assistance from staff or visitors, either in person, on the telephone, or via email/instant messaging, in a positive and professional manner, redirecting enquiries, taking messages, and responding as appropriate
-
Check telephone and e-mail messages and liaise with the appropriate departments/individuals
-
Ensure the reception area is kept clean/tidy and to report maintenance and domestic repairs to the appropriate wards/departments on instruction from the department managers
-
Sort incoming mail and distribute
-
Receive, sign for and distribute deliveries
-
Maintain a stationery control procedure for all stock items
-
Store/scan staff records
-
Maintain absence from work records
-
Maintain the Freedom of Information spreadsheet (FOI) ensuring all returns are completed
-
Organise meeting rooms and room bookings
-
Organise 1:1 meetings, departmental meetings etc as requested by Informatics managers
-
Organise travel warrants
-
Carry out general administration duties and provide clerical assistance, as required
-
Follow the Reception departmental guidelines
-
The post holder may occasionally be asked to perform other duties consistent with grade and experience.
What were looking for
Note: this role is for an individual who has the drive and capability to study for the Level 3 Business Administration qualification and is only available to those who meet the criteria below and who will embark on this training when they join the department.
We are looking to appoint an upbeat individual who will maintain an efficient reception service, greeting incoming guests, visitors, and members of staff, in a friendly and confident manner, helping them with directions or any appropriate information that they need, all whilst maintaining a high level of confidentiality and a positive outlook.
For the administrative side of the role, we need someone who is organised, hard-working and is able to prioritise their own workload (with guidance from others). The ideal individual will be able to juggle multiple activities and willing to take on new tasks.
You will be:
-
Willing to study for the Level 3 Business Administration qualification and committed to self-development
-
Capable, enthusiastic, helpful and organised
-
A good communicator who can build positive working relationships within the department and across the Trust
-
Able to work well under pressure and manage multiple tasks at the same time
To be eligible for a funded apprenticeship, you must be over the age of 16, a resident in the UK/EU for the last three years and you must not hold a level 3 qualification (or above) or an NVQ Level 2 qualification in the same pathway or subject, e.g. BTEC or GCSE.
Additional information
Interviews will be held on Tuesday, 04 April 2023
Should you have any queries, please use the contact details provided to get in touch.
Job description
Job responsibilities
Your Responsibilities
What youll do
-
Provide a professional and friendly welcome to staff and visitors who are in contact with the department
-
Deal with requests for assistance from staff or visitors, either in person, on the telephone, or via email/instant messaging, in a positive and professional manner, redirecting enquiries, taking messages, and responding as appropriate
-
Check telephone and e-mail messages and liaise with the appropriate departments/individuals
-
Ensure the reception area is kept clean/tidy and to report maintenance and domestic repairs to the appropriate wards/departments on instruction from the department managers
-
Sort incoming mail and distribute
-
Receive, sign for and distribute deliveries
-
Maintain a stationery control procedure for all stock items
-
Store/scan staff records
-
Maintain absence from work records
-
Maintain the Freedom of Information spreadsheet (FOI) ensuring all returns are completed
-
Organise meeting rooms and room bookings
-
Organise 1:1 meetings, departmental meetings etc as requested by Informatics managers
-
Organise travel warrants
-
Carry out general administration duties and provide clerical assistance, as required
-
Follow the Reception departmental guidelines
-
The post holder may occasionally be asked to perform other duties consistent with grade and experience.
What were looking for
Note: this role is for an individual who has the drive and capability to study for the Level 3 Business Administration qualification and is only available to those who meet the criteria below and who will embark on this training when they join the department.
We are looking to appoint an upbeat individual who will maintain an efficient reception service, greeting incoming guests, visitors, and members of staff, in a friendly and confident manner, helping them with directions or any appropriate information that they need, all whilst maintaining a high level of confidentiality and a positive outlook.
For the administrative side of the role, we need someone who is organised, hard-working and is able to prioritise their own workload (with guidance from others). The ideal individual will be able to juggle multiple activities and willing to take on new tasks.
You will be:
-
Willing to study for the Level 3 Business Administration qualification and committed to self-development
-
Capable, enthusiastic, helpful and organised
-
A good communicator who can build positive working relationships within the department and across the Trust
-
Able to work well under pressure and manage multiple tasks at the same time
To be eligible for a funded apprenticeship, you must be over the age of 16, a resident in the UK/EU for the last three years and you must not hold a level 3 qualification (or above) or an NVQ Level 2 qualification in the same pathway or subject, e.g. BTEC or GCSE.
Additional information
Interviews will be held on Tuesday, 04 April 2023
Should you have any queries, please use the contact details provided to get in touch.
Person Specification
Qualifications
Essential
- Good general education to include GCSE (A-C Grade/Level 4-9) or equivalent in English Language and Maths
Desirable
- IT skills qualifications or evidence of knowledge
Skills
Essential
- Excellent attention to detail
Qualifications
Essential
- Willing, eligible and have the capability to study for the Level 3 Business Administration qualification
Experience
Essential
- Working knowledge of Microsoft Office packages including Word and Excel
- A willingness to learn NHS computer software systems
Desirable
- Experience of administrative work/activity
- Experience of customer service skills
Skills
Essential
- Keyboard Skills
- Excellent communication skills (written and oral)
- Willingness to take on tasks
Values
Essential
- Able to demonstrate behaviours that meet the Trust Values Patients First
- Able to demonstrate behaviours that meet the Trust Values Always Improving
- Able to demonstrate behaviours that meet the Trust Values Working Together
- Evidence of team work
Person Specification
Qualifications
Essential
- Good general education to include GCSE (A-C Grade/Level 4-9) or equivalent in English Language and Maths
Desirable
- IT skills qualifications or evidence of knowledge
Skills
Essential
- Excellent attention to detail
Qualifications
Essential
- Willing, eligible and have the capability to study for the Level 3 Business Administration qualification
Experience
Essential
- Working knowledge of Microsoft Office packages including Word and Excel
- A willingness to learn NHS computer software systems
Desirable
- Experience of administrative work/activity
- Experience of customer service skills
Skills
Essential
- Keyboard Skills
- Excellent communication skills (written and oral)
- Willingness to take on tasks
Values
Essential
- Able to demonstrate behaviours that meet the Trust Values Patients First
- Able to demonstrate behaviours that meet the Trust Values Always Improving
- Able to demonstrate behaviours that meet the Trust Values Working Together
- Evidence of team work
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
