Great Western Hospitals NHS Foundation Trust

Corporate Receptionist

Information:

This job is now closed

Job summary

An exciting opportunity has arisen for a highly motivated and dynamic Receptionist to join our Corporate Division at the Great Western Hospitals NHS Foundation Trust in Swindon.

Working flexibly and spending time in both Trust HQ and the Academy on a daily basis, the postholder will be providing a full time, efficient and comprehensive administrative support service, welcoming visitors, managing our meeting room booking system, and performing a wide range of other administrative tasks.

Main duties of the job

NB: The Corporate Receptionist will be required to spend time in both Academy and Trust Management Offices on a daily basis as agreed with the line manager. Phones and IT systems will be consolidated to allow the postholder some flexibility in completing daily duties.

  1. Welcome staff and visitors to Academy and Trust Management Reception, directing them to their destination or assisting them with their enquiry in a professional and efficient manner.
  1. Receive, log, and distribute all post received in Academy and Trust Management, including deliveries purchased through the Trust HQ credit card. Outgoing post to be delivered to the relevant postal boxes on a daily basis.
  2. Answer and action as appropriate all telephone calls to the Academy and Trust Management Receptions.
  3. Assist the Trust Management EAs and Academy staff with a variety of general administrative tasks, which will include typing letters, arranging meetings, photocopying, shredding, scanning, laminating, binding.
  4. Responsible for keeping accurate records of sickness absence, annual leave and other absences within the Trust Management department, on the Eroster system. This will also include the finalising of rosters for the Executive team and Executive Assistants.
  5. Responsible for collating and recording all donation and thank you letters sent to the Chief Executive, typing acknowledgement letters and ensuring copies are sent on to the relevant department for cascading

About us

Our STAR values are at the heart of everything we do. You can expect to see them in the way we act and the way we treat each other. Our values make us who we are.

Service We will put our patients firstTeamwork We will work togetherAmbition We will aspire to provide the best serviceRespect We will act with integrity

Details

Date posted

01 May 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£22,816 to £24,336 a year per Annum pro rata

Contract

Permanent

Working pattern

Full-time

Reference number

249-6188583

Job locations

Great Western Hospital

Marlborough Road

Swindon

SN3 6BB


Job description

Job responsibilities

  1. Responsible for managing all bookings to the Trust Management Boardrooms and Academy meeting rooms using Bookwise and Outlook systems, and ensuring rooms are kept tidy and that all IT equipment is in good working order.
  2. Supporting the Trust Induction every week by setting up refreshments.
  3. Prioritising own workload from both Academy and Trust Management, ensuring that deadlines are met and good working relationships are maintained within the organisation and with external agencies.
  4. Responsible for reporting and following up any equipment faults or repairs required for both Academy and Trust Management offices to relevant teams in Serco, Trust Equipment or IT.
  5. Maintain both Trust Management and Academy stationery stock, raising requisitions for this and other items where required.
  6. Responsible for the Trust Management hot desk booking system, opening bookings each month and ensuring equipment on the desks is kept in good working order.
  7. Ensuring Trust Management Reception and Academy Reception areas are kept tidy and that noticeboards are up to date, fire lists are up to date, etc.

Job description

Job responsibilities

  1. Responsible for managing all bookings to the Trust Management Boardrooms and Academy meeting rooms using Bookwise and Outlook systems, and ensuring rooms are kept tidy and that all IT equipment is in good working order.
  2. Supporting the Trust Induction every week by setting up refreshments.
  3. Prioritising own workload from both Academy and Trust Management, ensuring that deadlines are met and good working relationships are maintained within the organisation and with external agencies.
  4. Responsible for reporting and following up any equipment faults or repairs required for both Academy and Trust Management offices to relevant teams in Serco, Trust Equipment or IT.
  5. Maintain both Trust Management and Academy stationery stock, raising requisitions for this and other items where required.
  6. Responsible for the Trust Management hot desk booking system, opening bookings each month and ensuring equipment on the desks is kept in good working order.
  7. Ensuring Trust Management Reception and Academy Reception areas are kept tidy and that noticeboards are up to date, fire lists are up to date, etc.

Person Specification

Qualifications

Essential

  • GCSE standard (or equivalent) including English and Maths
  • Microsoft Office IT applications

Desirable

  • NVQ / Apprenticeship in Customer Care or Business and Administration
  • ECDL / CLAIT / C&G

Experience

Essential

  • Customer care
  • Administration
  • Teamworking
  • Microsoft Office and IT systems
  • Prioritising own workload

Desirable

  • Data protection
  • Information governance
  • Confidentiality
  • Reception and front desk procedures
  • NHS experience

Knowledge

Essential

  • Excellent communication skills
  • Excellent interpersonal skills
  • Ability to deal with sensitive and confidential matters

Desirable

  • Excellent communication skills
  • Excellent interpersonal skills
  • Ability to deal with sensitive and confidential matters
  • Ability to cope under pressure
Person Specification

Qualifications

Essential

  • GCSE standard (or equivalent) including English and Maths
  • Microsoft Office IT applications

Desirable

  • NVQ / Apprenticeship in Customer Care or Business and Administration
  • ECDL / CLAIT / C&G

Experience

Essential

  • Customer care
  • Administration
  • Teamworking
  • Microsoft Office and IT systems
  • Prioritising own workload

Desirable

  • Data protection
  • Information governance
  • Confidentiality
  • Reception and front desk procedures
  • NHS experience

Knowledge

Essential

  • Excellent communication skills
  • Excellent interpersonal skills
  • Ability to deal with sensitive and confidential matters

Desirable

  • Excellent communication skills
  • Excellent interpersonal skills
  • Ability to deal with sensitive and confidential matters
  • Ability to cope under pressure

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.

Certificate of Sponsorship

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.

Certificate of Sponsorship

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

Great Western Hospitals NHS Foundation Trust

Address

Great Western Hospital

Marlborough Road

Swindon

SN3 6BB


Employer's website

https://www.gwh.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

Great Western Hospitals NHS Foundation Trust

Address

Great Western Hospital

Marlborough Road

Swindon

SN3 6BB


Employer's website

https://www.gwh.nhs.uk/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Senior Executive Assistant to the Chief Executive

Caterina Gallo

caterina.gallo1@nhs.net

Details

Date posted

01 May 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£22,816 to £24,336 a year per Annum pro rata

Contract

Permanent

Working pattern

Full-time

Reference number

249-6188583

Job locations

Great Western Hospital

Marlborough Road

Swindon

SN3 6BB


Supporting documents

Privacy notice

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