Job summary
An exciting opportunity has arisen for a motivated and enthusiastic person, with excellent interpersonal skills and good telephone manner, to join the reception team within the Evelina Children's Community Services based at the Sunshine House. This post will keep you active yet is enjoyable, requiring someone who is keen to meet with a variety of people, especially parents/carers and children. You will need to undertake duties such as greeting and directing clients, maintaining a tidy and organised reception area, operate a central room booking system, dealing with deliveries, as well as undertake typing of letters and other documents. Good computer skills are a must alongside the ability to work unsupervised and use your own initiative.We offer a supportive environment where your contribution is valued and your development is encouraged.
If you would like to hear more then please call Marcia Brown, Service Manager on 02039890363
Main duties of the job
The Administrator will provide high quality administrative support to the department.
Tasks will include reception duties, wayfinder & customer service, typing and distributing medical reports,, maintaining databases, filing, and booking meeting rooms and general administrative support for the building/ Department.
The Administrator Receptionist will play a key role in the efficient day to day activities of the department and building. The post holder will often be the first point of contact for the building and will be required to communicate in a professional and courteous manner.
The post holder will answer general queries and explain information relating to the department.
About us
We provide a comprehensive range of services for the 121,000 children and young people that live in Lambeth and Southwark. This includes universal services - health visiting, family nurse partnership, school nursing, nutrition and dietetics, and a newborn hearing screening programme. Our specialist services cover community paediatrics, speech and language therapy, physiotherapy, occupational therapy, complex needs nursing, sickle cell and audiology. As well as part of statutory services including looked after children, child protection, safeguarding, and adoption and fostering.
We have two main health centres, Mary Sheridan Centre in Lambeth and Sunshine House in Southwark but we have many more across Lambeth and Southwark. We also provide services in schools, community buildings, in families' homes, and occasionally in hospital. Through group sessions and individual appointments, face-to-face and virtual, we hold over 176,000 appointments every year
Job description
Job responsibilities
- Announce clients, visitors and callers to relevant staff members
- Log in arrival time of patients using Care Notes, checking clients addresses, updating Care Notes as necessary, and forward details to clinic administrators as appropriate
- Print off appointments for following day using Care Notes Clinic Appointments and HCP Diaries ie for Physio, OT, SLT, Drs appointments
- Check daily for, and link correspondence and filing to, clinic appointments
- Process Patient Experience
- Wayfinding process Covid Checklist
- Respond to panic, fire and disabled toilet alarms
- Process incident/accident reporting in line with local procedures and notify the management team
- Update and display visitor and staff signing in/out sheets and staff telephone list
- Send all staff emails as required
- Sort post for the Sunshine House /Trust mail collections
- Distribute incoming post to staff pigeon-holes
- Ensure postage stamps are available, ordering when required
- Arrange and record correspondence sent by special delivery post
- Receive, sign for, and distribute deliveries ensuring safe storage of boxes etc until collected
- Distribute prescription request for patient - add date stamp and write initials on back
- Report site issues, faults and repairs as appropriate, including to CHP & Facilities via Kudos; liaise with Kudos staff to carry out jobs; and update log book of jobs
- Ordering, receipting, and distributing of stationery and other orders using Oracle SmartOrder
- Take delivery of general stationery on arrival and distribute and replenish stationery cupboards
- Maintain adequate stock of copy paper, photocopier toners, and water bottles, ordering as required
- Report photocopier faults to the IT engineers for callouts
- Administer petty cash system
- Print off daily room bookings details
- Book rooms for internal and external people using Sunshine House booking system
- Deal with urine and other samples (non Chain of Evidence) inform CDW team to process, or process in their absence (arrange for transport to hospital)
- Inform staff as appropriate of Chain of Evidence samples
- Issue swipe cards to visitors and staff and maintain record of cards issued
- Issue keys and maintain record of who has keys
- Carry out archiving of files using spreadsheets and Word documents
- Operate the car park barrier using the intercom
- Update electronic boards and switch off the system at the end of each working day
- Occasionally assist in the preparation of large mail shots
- Assist with the archival of records process
- Provide general information relating to the Trust and contact relevant staff members as appropriate
- Distribute clinical report/letter(s) in line with agreed standards
- Process waiting list letters
- Arrange collection of confidential waste and maintain stock of waste bags and tags.
- Ethnic Monitoring Update the Carenotes system
- Arrange collection of Broken/Unused Computer/Electrical Equipment
Job description
Job responsibilities
- Announce clients, visitors and callers to relevant staff members
- Log in arrival time of patients using Care Notes, checking clients addresses, updating Care Notes as necessary, and forward details to clinic administrators as appropriate
- Print off appointments for following day using Care Notes Clinic Appointments and HCP Diaries ie for Physio, OT, SLT, Drs appointments
- Check daily for, and link correspondence and filing to, clinic appointments
- Process Patient Experience
- Wayfinding process Covid Checklist
- Respond to panic, fire and disabled toilet alarms
- Process incident/accident reporting in line with local procedures and notify the management team
- Update and display visitor and staff signing in/out sheets and staff telephone list
- Send all staff emails as required
- Sort post for the Sunshine House /Trust mail collections
- Distribute incoming post to staff pigeon-holes
- Ensure postage stamps are available, ordering when required
- Arrange and record correspondence sent by special delivery post
- Receive, sign for, and distribute deliveries ensuring safe storage of boxes etc until collected
- Distribute prescription request for patient - add date stamp and write initials on back
- Report site issues, faults and repairs as appropriate, including to CHP & Facilities via Kudos; liaise with Kudos staff to carry out jobs; and update log book of jobs
- Ordering, receipting, and distributing of stationery and other orders using Oracle SmartOrder
- Take delivery of general stationery on arrival and distribute and replenish stationery cupboards
- Maintain adequate stock of copy paper, photocopier toners, and water bottles, ordering as required
- Report photocopier faults to the IT engineers for callouts
- Administer petty cash system
- Print off daily room bookings details
- Book rooms for internal and external people using Sunshine House booking system
- Deal with urine and other samples (non Chain of Evidence) inform CDW team to process, or process in their absence (arrange for transport to hospital)
- Inform staff as appropriate of Chain of Evidence samples
- Issue swipe cards to visitors and staff and maintain record of cards issued
- Issue keys and maintain record of who has keys
- Carry out archiving of files using spreadsheets and Word documents
- Operate the car park barrier using the intercom
- Update electronic boards and switch off the system at the end of each working day
- Occasionally assist in the preparation of large mail shots
- Assist with the archival of records process
- Provide general information relating to the Trust and contact relevant staff members as appropriate
- Distribute clinical report/letter(s) in line with agreed standards
- Process waiting list letters
- Arrange collection of confidential waste and maintain stock of waste bags and tags.
- Ethnic Monitoring Update the Carenotes system
- Arrange collection of Broken/Unused Computer/Electrical Equipment
Person Specification
Education
Essential
- Good general education with English and Maths to GCSE standard or equivalent
- NVQ 3, City and Guilds certificate level in business administration or evidence of equivalent experience e.g. experience in administrative roles
Experience
Essential
- Experience working in a customer service setting
- Proven business administration experience which demonstrates the understanding of the key functions to providing an admin support service
Skills/Knowledge/Ability
Essential
- Proficient in use of IT systems and applications, including Microsoft Word, Outlook and Excel
- Able to demonstrate excellent written English including grammar, punctuation and structuring written text
- Ability to work as part of a team as well as using own initiative
Person Specification
Education
Essential
- Good general education with English and Maths to GCSE standard or equivalent
- NVQ 3, City and Guilds certificate level in business administration or evidence of equivalent experience e.g. experience in administrative roles
Experience
Essential
- Experience working in a customer service setting
- Proven business administration experience which demonstrates the understanding of the key functions to providing an admin support service
Skills/Knowledge/Ability
Essential
- Proficient in use of IT systems and applications, including Microsoft Word, Outlook and Excel
- Able to demonstrate excellent written English including grammar, punctuation and structuring written text
- Ability to work as part of a team as well as using own initiative
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.
