Royal Surrey NHS Foundation Trust

Receptionist/Administrator

The closing date is 05 August 2025

Job summary

Surrey and Borders Partnership (SABP) is seeking an individual to provide reception and administrative support for a multi-disciplinary Community Learning Disability Team. The role involves face-to-face interaction with service users, their families and carers, medical professionals, and external agencies, ensuring a welcoming and efficient front-line service.

Location: Horizon House, 28 Upper High Street, Epsom, KT17 4QJ

Timing: Monday to Friday 9AM to 5 PM

Main duties of the job

Provide reception support, including greeting clients and visitors, alerting team members of arrivals, and maintaining a welcoming environment.
Answer telephone enquiries, relay messages according to priority, and ensure courteous and professional communication at all times.
Undertake secretarial tasks such as preparing correspondence for GPs and other healthcare professionals, typing letters, memos, and reports.
Manage and maintain health records using Rio and other systems, ensuring accurate data entry.
Distribute and date-stamp all incoming and outgoing mail.
Administer the travel claim system, verifying claim validity.
Support team members in liaising with service users, relatives, carers, GPs, secretaries, and other agencies.
Maintain effective filing systems, including retrieval of archived files.
Photocopy and maintain adequate stocks of team forms and leaflets.
Coordinate and book rooms for meetings, clinics, and client appointments.
Order stock and non-stock items for the service as required.

About us

Working for our organisation

Surrey and Borders Partnership NHS Foundation Trust is the leading provider of health and social care services for people of all ages with mental ill-health and learning disabilities in Surrey and North East Hampshire. We also provide social care services for people with a learning disability in Croydon and ASD and ADHD assessment services in Hampshire.

We actively seek to engage people who use our services and our communities in improving the mental wellbeing of the local population. We work closely with other NHS and voluntary sector organisations who provide services and support people who use services and carers.

Surrey is a beautiful county lying just 30 minutes away from Central London and from the South Coast.

Our historic market towns and bustling districts are enveloped in wonderful countryside, and our excellent road and rail networks bring the rest of the country within easy reach.

For international travel, both Gatwick and Heathrow airports are nearby.

Would you like to work in an organization that sits in the top 10 best NHS Mental Health, Learning Disability and Community Services Trusts to work for? This ranking is based on staff feedback in the 2023 NHS Staff Survey.

Date posted

22 July 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£13.79 an hour Pa Pro Rata

Contract

Bank

Working pattern

Flexible working

Reference number

384-SVM-Admin - Band 3

Job locations

Horizon House, 28

Upper High Street, Epsom

KT17 4QJ

Job description

Job responsibilities

Uphold confidentiality and ensure security of client data in line with Trust policies.
Provide accurate, timely, and professional administrative support to a multi-disciplinary Community Learning Disability Team.
Respond promptly to staff queries and provide day-to-day administrative assistance.
Ensure effective communication within the team and with external stakeholders, maintaining a helpful and supportive approach.
Liaise with the estates department to address repairs and maintain a safe working environment.
Share responsibility for securing the building at the end of the day.
Implement Trust and team policies and procedures, recommending improvements where appropriate.
Adapt to the evolving needs of the service, demonstrating flexibility in carrying out a range of administrative tasks.

Job description

Job responsibilities

Uphold confidentiality and ensure security of client data in line with Trust policies.
Provide accurate, timely, and professional administrative support to a multi-disciplinary Community Learning Disability Team.
Respond promptly to staff queries and provide day-to-day administrative assistance.
Ensure effective communication within the team and with external stakeholders, maintaining a helpful and supportive approach.
Liaise with the estates department to address repairs and maintain a safe working environment.
Share responsibility for securing the building at the end of the day.
Implement Trust and team policies and procedures, recommending improvements where appropriate.
Adapt to the evolving needs of the service, demonstrating flexibility in carrying out a range of administrative tasks.

Person Specification

Qualifications

Essential

NVQ Level 3/RSA Level 3 or equivalent experience.

Experience

Essential

2 years' experience working in an office environment
SystmOne, Excel Spreadsheets and NHS email account

Desirable

Good typing speed

Person Specification

Qualifications

Essential

NVQ Level 3/RSA Level 3 or equivalent experience.

Experience

Essential

2 years' experience working in an office environment
SystmOne, Excel Spreadsheets and NHS email account

Desirable

Good typing speed

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

Certificate of Sponsorship

Employer details

Employer name

Royal Surrey NHS Foundation Trust

Address

Horizon House, 28

Upper High Street, Epsom

KT17 4QJ

Employer's website

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

Employer details

Employer name

Royal Surrey NHS Foundation Trust

Address

Horizon House, 28

Upper High Street, Epsom

KT17 4QJ

Employer's website

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