Job summary
Community Receptionist/Administrator Band 3- 20 hours per week
( 9am - 1pm - Monday to Fridays )An enthusiastic part -time Community Receptionist/Administrator is required to provide front line reception and administration services, ensuring that the day to day management of reception and administrative responsibilities are maintained. The post holder will work with the team to maintain and monitor the standards for Fire, Health & Safety, Infection Control, security and waste management, and will work in conjunction with line manager to ensure monthly audits are provided and issues addressed, and to assist with collection and collating of data. This is a part-time post for 20 hours per week - working Mondays - Fridays from 9am - 1pm. Please note that as this is a Front Line Receptionist position, therefore there is no agile working or home working available for this post. Base for this position is LANGTHORNE Health Centre, 13 Langthorne Road, Leytonstone, LONDON, E11 4HX. The post holder will also be required to cross site work to ensure service delivery, as when required to cover colleague absences.
Main duties of the job
Community Receptionist/Administrator is required to provide front line reception and administration services, ensuring that the day to day management of reception and administrative responsibilities are maintained. The post holder will work with the team to maintain and monitor the standards for Fire, Health & Safety, Infection Control, security and waste management, and will work in conjunction with line manager to ensure monthly audits are provided and issues addressed, and to assist with collection and collating of data. This is a part-time post for 20 hours per week - working Mondays - Fridays from 9am - 1pm. Please note that as this is a Front Line Receptionist position, therefore there is no agile working or home working available for this post. Base for this position is LANGTHORNE Health Centre, 13 Langthorne Road, Leytonstone, LONDON, E11 4HX. The post holder will also be required to cross site work to ensure service delivery, as when required to cover colleague absences.
About us
Probationary Period
This post will be subject to a probationary period. Internal applicants are exempt from the probationary period (unless you are an internal applicant currently part way through a probationary period or currently a bank member of staff).
Starting with NELFT
NELFT place a great deal of importance on new starters being properly welcomed and inducted into the Trust. All new starters will join the Trust on the first Monday of each month and will undertake a comprehensive induction of up to two weeks which will include mandatory training, systems training and the allocation of equipment. As part of the process new starters will have the opportunity to also meet the executive team, senior managers and attend a number of drop in sessions focussing in engagement, health and wellbeing and key processes. The induction will be held at our head office in Rainham, Essex.
High Cost Area Supplement - Outer London
This post also attracts payment for High Cost Area Supplement of 15% of the basic salary (with a minimum of £4,313 to a maximum of £5,436 p.a. pro rata for part time).
High Cost Area Supplement - Fringe
This post also attracts payment for High Cost Area Supplement of 5% of the basic salary (with a minimum of £1,192 to a maximum of £2,011 p.a. pro rata for part time).
Job description
Job responsibilities
- The Post Holder will be required to undertake various assignments as required to provide the team with essential and current information to support the Organisations and Teams objectives
- To provide a seamless reception service ensuring all users of the building are assisted with their enquiries to a satisfactory resolution
- To answer the telephone in a polite and helpful manner and deal with all enquiries and take messages when required, within a specific time frame. All messages must be accurately recorded and prioritised accordingly.
- Day to day reporting of Estates/facility issues as per procedure. To monitor and report security issues during community reception operating hours. To follow on-site security procedures including safe key security and highlight problems.
- To ensure statutory and mandatory training is undertaken as per Trust requirements.
- To access the RIO computer programme in order to accurately update information as stated in agreed RIO process maps. To ensure data is inputted within required time frames.
- To be competent in IT software as per Job Specification and to use various IT systems to record and provide data as required.
- To attend training relevant to the post i.e. Fire Warden training.
- To follow fire procedures ensuring fire evacuation is successfully carried out in an emergency and drill situation. This role will assume the lead for Fire Evacuation and liaison with the Fire Brigade in the absence of the Community Reception Manager.
- To report any maintenance /repair problems, damage or security issues or any untoward incidents as per procedures.
- To follow procedures for on-site waste management and Infection control issues. To escalate problems as necessary.
- To be responsible for ensuring daily check of the Defib and emergency kit is carried out and recorded and any action taken as required.
- To receive and store deliveries as appropriate for Community, to issue the stocks accordingly. To be responsible for checking fridge temperatures and reporting discrepancies
- The Community Receptionist will ensure information is displayed in an appropriate, effective, relevant manner and is current.
-
Facilitate the smooth running of the service, dealing sensitively with any complaints, problems or issues arising, highlighting and referring problems where necessary to the line manager.
Take clear messages and pass them promptly to the appropriate member of the team using own judgement on urgency.
Responsible for ordering stationery and other supplies via the electronic procurement system, receipting goods and chasing shortfalls.
Computer/Administration
Use the patient records system to enter client related information and care events.
Retrieve and record patient information in line with service requirements.
Print out monthly team reports on service activity.
Participate in audits and surveys as necessary. Provide support in the development of audit reports
Communication
Demonstrate effective communication skills and promote a positive image of the team with service users, carers, professionals and external agencies from a variety of disciplines, both within and outside the Trust.
Respond to frequent enquiries made by clients/staff, either in person or on the telephone, promptly and in a professional and courteous manner in line with Trust policy.
Work competently within current procedures for own working practices and, where appropriate, contribute to the development and implementation of changes to improve own working practices/service, policies, procedures and guidelines
Job description
Job responsibilities
- The Post Holder will be required to undertake various assignments as required to provide the team with essential and current information to support the Organisations and Teams objectives
- To provide a seamless reception service ensuring all users of the building are assisted with their enquiries to a satisfactory resolution
- To answer the telephone in a polite and helpful manner and deal with all enquiries and take messages when required, within a specific time frame. All messages must be accurately recorded and prioritised accordingly.
- Day to day reporting of Estates/facility issues as per procedure. To monitor and report security issues during community reception operating hours. To follow on-site security procedures including safe key security and highlight problems.
- To ensure statutory and mandatory training is undertaken as per Trust requirements.
- To access the RIO computer programme in order to accurately update information as stated in agreed RIO process maps. To ensure data is inputted within required time frames.
- To be competent in IT software as per Job Specification and to use various IT systems to record and provide data as required.
- To attend training relevant to the post i.e. Fire Warden training.
- To follow fire procedures ensuring fire evacuation is successfully carried out in an emergency and drill situation. This role will assume the lead for Fire Evacuation and liaison with the Fire Brigade in the absence of the Community Reception Manager.
- To report any maintenance /repair problems, damage or security issues or any untoward incidents as per procedures.
- To follow procedures for on-site waste management and Infection control issues. To escalate problems as necessary.
- To be responsible for ensuring daily check of the Defib and emergency kit is carried out and recorded and any action taken as required.
- To receive and store deliveries as appropriate for Community, to issue the stocks accordingly. To be responsible for checking fridge temperatures and reporting discrepancies
- The Community Receptionist will ensure information is displayed in an appropriate, effective, relevant manner and is current.
-
Facilitate the smooth running of the service, dealing sensitively with any complaints, problems or issues arising, highlighting and referring problems where necessary to the line manager.
Take clear messages and pass them promptly to the appropriate member of the team using own judgement on urgency.
Responsible for ordering stationery and other supplies via the electronic procurement system, receipting goods and chasing shortfalls.
Computer/Administration
Use the patient records system to enter client related information and care events.
Retrieve and record patient information in line with service requirements.
Print out monthly team reports on service activity.
Participate in audits and surveys as necessary. Provide support in the development of audit reports
Communication
Demonstrate effective communication skills and promote a positive image of the team with service users, carers, professionals and external agencies from a variety of disciplines, both within and outside the Trust.
Respond to frequent enquiries made by clients/staff, either in person or on the telephone, promptly and in a professional and courteous manner in line with Trust policy.
Work competently within current procedures for own working practices and, where appropriate, contribute to the development and implementation of changes to improve own working practices/service, policies, procedures and guidelines
Person Specification
NVQ level 2 or equivalent standard of literacy and numeracy
Essential
- Working in a busy office environment Experience of working in an administrative capacity for at least three years Experienced organiser, skilled administrator with ability to work within specified time frames Experience of storing and maintaining records
Desirable
- Working in a busy office environment Experience of working in an administrative capacity for at least three years Experienced organiser, skilled administrator with ability to work within specified time frames Experience of storing and maintaining records
Maintaining efficient administrative systems
Essential
- Maintaining efficient administrative systems
Desirable
- achieved grades, experience
Basic awareness of IT and IT skills
Essential
- Basic awareness of IT and IT skills
Desirable
- Able to use own initiative and work without supervision
Person Specification
NVQ level 2 or equivalent standard of literacy and numeracy
Essential
- Working in a busy office environment Experience of working in an administrative capacity for at least three years Experienced organiser, skilled administrator with ability to work within specified time frames Experience of storing and maintaining records
Desirable
- Working in a busy office environment Experience of working in an administrative capacity for at least three years Experienced organiser, skilled administrator with ability to work within specified time frames Experience of storing and maintaining records
Maintaining efficient administrative systems
Essential
- Maintaining efficient administrative systems
Desirable
- achieved grades, experience
Basic awareness of IT and IT skills
Essential
- Basic awareness of IT and IT skills
Desirable
- Able to use own initiative and work without supervision
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).
