Hertfordshire Partnership University NHS Foundation Trust

Receptionist/Administrator

This job is now closed

Job summary

We are looking to recruit for an Administrator/Receptionist to join our fantastic team!

The successful candidate will welcome all visitors to HPFT at front of house reception, take first line telephone calls and signposting these to the relevant teams, whilst maintaining a positive, professional and welcoming approach.

Administer and assist with the outpatient clinics from reception; demonstrating the Trust's Values and Behaviours on a daily basis;

Demonstrate self-motivation, good attention to detail and the ability to stay calm under pressure.

The post holder will be the nominated Fire Marshall and/or First Aider, and be expected to meet the requirements of the NHS Knowledge and Skills Framework (KSF) appropriate outline for the post.

To be successful you will need excellent communication skills, both written and verbal, as well as the ability to work effectively as part of a larger team

The post holder will be required to work independently, applying a high degree of confidentiality to all of their work. This role will suit a good team player with a desire to show initiative. The role will involve some financial responsibility.

Main duties of the job

To manage the web-based Room Booking system
To manage the outpatient clinics from reception and provide support to the clinical staff with general administration tasks.
To manage the outcomes of the clinics for the teams and record outcomes onto Paris (EPR). Training will be provided.
Diary management for and during outpatient clinics
answer all incoming calls and dealing with queries appropriately.
manage all incoming and outgoing mail to the unit.
Responsibility for the tidiness of reception areas and clinical spaces.
Responsibility for ensuring all correspondence is accurately and appropriately presented using current methodologies and medical terminology.
To use knowledge and experience to meet the needs of the teams by completing non-routine tasks on a daily basis.
To update skills and attend the necessary mandatory training.
To demonstrate excellent IT skills, a good working knowledge of Microsoft Office applications and accurate typing is essential.
To keep Appointeeship monies up to date and accurate.
Reporting maintenance and cleaning issues to the Helpdesk and recording accurate job references; reporting major issues to the Site Manager
the management of personal alarms and ensuring that these are always charged

About us

Hertfordshire Partnership University NHS Foundation Trust (HPFT) is an outstanding organisation with ambitions to match. We are one of just five mental health trusts to achieve an overall rating of 'Outstanding' from theCare Quality Commission, and our aim is to be the leading provider of mental health and specialist learning disability services in the country.

Our family of over 4000 members of staff provide health and social care for over 400,000 people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, and Norfolk, delivering these services within the community and several inpatient settings. We also deliver a range of nationally commissioned specialist services including Tier 4 services for children and young people, perinatal services, plus medium and low secure learning disabilities services.

The care we provide makes a fantastic difference to the lives of our service users, their families and carers - everything is underpinned by choice, independence and equality, with our Trust values embedded throughout.

Our Trust values are:

Welcoming. Kind. Positive. Respectful. Professional.

These values are at the core of who we are, everything we do, and how we do it!

Date posted

13 February 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£22,816 to £24,336 a year per annum, pro rata + 5% of basic salary (min £1,192 max £2,011)

Contract

Permanent

Working pattern

Full-time

Reference number

367-PLAN-8083

Job locations

Rosanne House, Parkway, Welwyn Garden City, AL8 6HG

Parkway

Welwyn Garden City

AL8 6HG

Job description

Job responsibilities

To manage the web-based Room Booking system
To manage the outpatient clinics from reception and provide support to the clinical staff with general administration tasks.
To manage the outcomes of the clinics for the teams and record outcomes onto Paris (EPR). Training will be provided.
Diary management for and during outpatient clinics
answer all incoming calls and dealing with queries appropriately.
manage all incoming and outgoing mail to the unit.
Responsibility for the tidiness of reception areas and clinical spaces.
Responsibility for ensuring all correspondence is accurately and appropriately presented using current methodologies and medical terminology.
To use knowledge and experience to meet the needs of the teams by completing non-routine tasks on a daily basis.
To update skills and attend the necessary mandatory training.
To demonstrate excellent IT skills, a good working knowledge of Microsoft Office applications and accurate typing is essential.
To keep Appointeeship monies up to date and accurate.
Reporting maintenance and cleaning issues to the Helpdesk and recording accurate job references; reporting major issues to the Site Manager
the management of personal alarms and ensuring that these are always charged

Job description

Job responsibilities

To manage the web-based Room Booking system
To manage the outpatient clinics from reception and provide support to the clinical staff with general administration tasks.
To manage the outcomes of the clinics for the teams and record outcomes onto Paris (EPR). Training will be provided.
Diary management for and during outpatient clinics
answer all incoming calls and dealing with queries appropriately.
manage all incoming and outgoing mail to the unit.
Responsibility for the tidiness of reception areas and clinical spaces.
Responsibility for ensuring all correspondence is accurately and appropriately presented using current methodologies and medical terminology.
To use knowledge and experience to meet the needs of the teams by completing non-routine tasks on a daily basis.
To update skills and attend the necessary mandatory training.
To demonstrate excellent IT skills, a good working knowledge of Microsoft Office applications and accurate typing is essential.
To keep Appointeeship monies up to date and accurate.
Reporting maintenance and cleaning issues to the Helpdesk and recording accurate job references; reporting major issues to the Site Manager
the management of personal alarms and ensuring that these are always charged

Person Specification

Essential

Any relevant experience of good customer service
Knowledge of all Microsoft Office Suites
Good communication skills: Written and Verbal
Ability to multi-task and good organisational skills
Evidence of any problem solving experience
Computer Skills/Typing Skills
Education/Qualifications: English Language/Numeracy

Desirable

Experience in working in an office environment/reception
Problem solving skills

Person Specification

Essential

Any relevant experience of good customer service
Knowledge of all Microsoft Office Suites
Good communication skills: Written and Verbal
Ability to multi-task and good organisational skills
Evidence of any problem solving experience
Computer Skills/Typing Skills
Education/Qualifications: English Language/Numeracy

Desirable

Experience in working in an office environment/reception
Problem solving skills

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.

Employer details

Employer name

Hertfordshire Partnership University NHS Foundation Trust

Address

Rosanne House, Parkway, Welwyn Garden City, AL8 6HG

Parkway

Welwyn Garden City

AL8 6HG

Employer's website

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

Employer details

Employer name

Hertfordshire Partnership University NHS Foundation Trust

Address

Rosanne House, Parkway, Welwyn Garden City, AL8 6HG

Parkway

Welwyn Garden City

AL8 6HG

Employer's website

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