Job summary
This post will be predominately based at our Haven Paddington at Ladbroke Grove site although regular cross site working is expected. Working pattern is Monday to Friday (excluding bank holidays) 9am to 5pm shifts, with a 12 noon to 8pm shift (maximum once per week, typically once every two weeks - at the time of publication, awaiting an implementation date) . The post holder will work as part of team in facilitating a high quality customer-focussed reception service including: taking and transferring calls (including client calls), registering clients, booking in clients on arrival, directing clients to the appropriate staff and preparing and administering clinical proformas and client files. The post-holder will be responsible for entering highly sensitive information onto the Havens systems. This involves sexual assault information which may be used in criminal investigations. The data entry needs to be accurate so attention to detail is crucial. Similar attention to detail, and compliance with information governance security, is required for sharing of information with, and sending referrals to, clients, GPs, police, and other legal and external health and social care services.
Main duties of the job
To be part of the reception and administration rota providing a friendly, professional and welcoming reception and administration service.To answer telephone calls, take messages and respond to calls including those from clients and police enquiries in a courteous and professional manner, maintaining confidentiality at all times. To act as the first point of contact for clients returning to the Havens follow-up services and booking and managing follow up appointments for clients. To undertake data entry (client and other data) and uploading of documents to the Havens client management system(s), databases and spreadsheet trackers. To send external referrals and other shared data and documents, including to police, GPs, social care ensuring strict adherence to information governance security and confidentiality. To provide clinical administration support which will include liaison with partner services and referrers, arranging client appointments and providing pre and post clinic and appointment administration. Ensure clients are logged in and out of Havens clinics on the Havens appointment system. To review, distribute and action incoming emails received within service generic mailboxes. To undertake photocopying, scanning, notes archiving. To assist in maintaining the smooth running of office equipment. To adhere to all Haven policies, procedures and quality standards and generally assist in the smooth running of the Havens.
About us
King's College Hospital NHS Foundation Trust is one of the UK's largest and busiest teaching Trusts with a turnover of £1 billion, 1.5 million patient contacts a year and more than 15,000 staff based across South East London. The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of Strong Roots, Global Reach is our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we aim to take Team King's to another level.
We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.
King's is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone's contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust's carbon emissions, waste and pollution wherever possible.
Job description
Job responsibilities
Main Duties & Responsibilitiesa. To be part of the reception and administration rota providing a friendly,professional and welcoming reception and administration service.b. To answer telephone calls, take messages and respond to calls includingthose from clients and police enquiries in a courteous and professionalmanner, maintaining confidentiality at all times.c. To refer callers to the appropriate staff members in a timely manner.d. To act as the first point of contact for clients returning to the Havensfollow-up services and booking and managing follow up appointments forclients.
e.To undertake data entry (client and other data) and uploading ofdocuments to the Havens client management system(s), databases andspreadsheet trackers. f. To send external referrals and other shared data and documents, including to police, GPs, social care ensuring strict adherence to informationgovernance security and confidentiality. g. To liaise closely with clinical colleagues to ensure that clinics andappointments are run well, including virtual appointments, appointmentreminders and the administration required to support such.h. To provide clinical administration support which will include liaison withpartner services and referrers, arranging client appointments and providing pre and post clinic and appointment administration.i. Ensure clients are logged in and out of Havens clinics on the Havensappointment system.j. To review, distribute and action incoming emails received within servicegeneric mailboxes.k. To undertake photocopying, scanning, notes archiving.l. To assist in maintaining the smooth running of office equipment.m. To support monitoring and ordering of stock, including stationery and basic clinical supplies.n. To use email and computer programmes as effective business andcommunication tools.o. To assist administrators in providing a confidential secretarial typingservice for Havens clinicians.p. To communicate with other admin staff and the post-holders line manageron issues relating to administration and reception, and where appropriatetake action as directed by the management team.q. To adhere to all Haven policies, procedures and quality standards andgenerally assist in the smooth running of the Havens. r. Action promptly and effectively statements, notes requests and courtwarnings. s. To attend, engage and prepare for own One2One supervision sessionswith line manager.t. To undertake any other duties appropriate to the post.
Job description
Job responsibilities
Main Duties & Responsibilitiesa. To be part of the reception and administration rota providing a friendly,professional and welcoming reception and administration service.b. To answer telephone calls, take messages and respond to calls includingthose from clients and police enquiries in a courteous and professionalmanner, maintaining confidentiality at all times.c. To refer callers to the appropriate staff members in a timely manner.d. To act as the first point of contact for clients returning to the Havensfollow-up services and booking and managing follow up appointments forclients.
e.To undertake data entry (client and other data) and uploading ofdocuments to the Havens client management system(s), databases andspreadsheet trackers. f. To send external referrals and other shared data and documents, including to police, GPs, social care ensuring strict adherence to informationgovernance security and confidentiality. g. To liaise closely with clinical colleagues to ensure that clinics andappointments are run well, including virtual appointments, appointmentreminders and the administration required to support such.h. To provide clinical administration support which will include liaison withpartner services and referrers, arranging client appointments and providing pre and post clinic and appointment administration.i. Ensure clients are logged in and out of Havens clinics on the Havensappointment system.j. To review, distribute and action incoming emails received within servicegeneric mailboxes.k. To undertake photocopying, scanning, notes archiving.l. To assist in maintaining the smooth running of office equipment.m. To support monitoring and ordering of stock, including stationery and basic clinical supplies.n. To use email and computer programmes as effective business andcommunication tools.o. To assist administrators in providing a confidential secretarial typingservice for Havens clinicians.p. To communicate with other admin staff and the post-holders line manageron issues relating to administration and reception, and where appropriatetake action as directed by the management team.q. To adhere to all Haven policies, procedures and quality standards andgenerally assist in the smooth running of the Havens. r. Action promptly and effectively statements, notes requests and courtwarnings. s. To attend, engage and prepare for own One2One supervision sessionswith line manager.t. To undertake any other duties appropriate to the post.
Person Specification
Education and Qualifications
Essential
- Educated to GCSE levels or equivalent including English and Mathematics
- Experience in general clerical/admin and reception duties working with the public
Desirable
- NVQ or administrative qualification such as ILM 3, 4 or 5
Knowledge and Experience
Essential
- Proven experience of entering data into databases and spreadsheets
Desirable
- Experience of working within the NHS
- Experience working within a service for people with vulnerabilities/safeguarding issues
Skills and Competencies
Essential
- Ability to liaise appropriately with individuals from a wide range of backgrounds including professionals and service users
- Good typing and multidisciplinary skills
- Excellent PC skills, Experience of working with PowerPoint, Word, Excel, Access with good keyboard skills
- Awareness of confidentiality issues
- Customer focused
- Good written and oral communication skills
- Excellent interpersonal skills
- Ability to deal with stressful and often upsetting information
- Ability to work on own initiative and to plan, structure and prioritise own workload
- Ability to work in a multi-disciplinary team
- Flexible and responsive to changing priorities in a busy environment
- Ability to work under pressure
- Systemic, methodical approach to work
- Attention to detail and accuracy
- Ability to prioritise and work to deadlines
Desirable
- Knowledge of issues affecting survivors of sexual assault
Personal Qualities
Essential
- Personal Qualities
- Confident
- Assertive approach
- Can do approach
- Seek advice/help when required
- Good work attendance record
- Good time keeping
Other requirements
Essential
Person Specification
Education and Qualifications
Essential
- Educated to GCSE levels or equivalent including English and Mathematics
- Experience in general clerical/admin and reception duties working with the public
Desirable
- NVQ or administrative qualification such as ILM 3, 4 or 5
Knowledge and Experience
Essential
- Proven experience of entering data into databases and spreadsheets
Desirable
- Experience of working within the NHS
- Experience working within a service for people with vulnerabilities/safeguarding issues
Skills and Competencies
Essential
- Ability to liaise appropriately with individuals from a wide range of backgrounds including professionals and service users
- Good typing and multidisciplinary skills
- Excellent PC skills, Experience of working with PowerPoint, Word, Excel, Access with good keyboard skills
- Awareness of confidentiality issues
- Customer focused
- Good written and oral communication skills
- Excellent interpersonal skills
- Ability to deal with stressful and often upsetting information
- Ability to work on own initiative and to plan, structure and prioritise own workload
- Ability to work in a multi-disciplinary team
- Flexible and responsive to changing priorities in a busy environment
- Ability to work under pressure
- Systemic, methodical approach to work
- Attention to detail and accuracy
- Ability to prioritise and work to deadlines
Desirable
- Knowledge of issues affecting survivors of sexual assault
Personal Qualities
Essential
- Personal Qualities
- Confident
- Assertive approach
- Can do approach
- Seek advice/help when required
- Good work attendance record
- Good time keeping
Other requirements
Essential
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
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).
Employer details
Employer name
King's College Hospital NHS Foundation Trust
Address
The Havens Pan London - but primarily Ladbroke Grove Site
London
SE5 9RS
Employer's website
https://www.kch.nhs.uk/ (Opens in a new tab)
