Mersey and West Lancashire Teaching Hospitals NHS Trust

Receptionist - Estates & Facilities

This job is now closed

Job summary

The Receptionist/Administration is required to provide a reception service for the Estates Offices and administrative support to the Compliance and Performance Manager, Personal Assistant/Estates and Facilities Team Leader and Estates and Facilities Administrators in delivering their roles.

This will involve a range of administrative tasks, including the day-to-day operation of Reception, participation in a comprehensive administrative service plus a variety of delegated projects to ensure the smooth running of the Estates and Facilities Offices

The Receptionist/Administration will operate in a wide network of communications and must at all times exercise sensitivity and tact in ensuring the effective delivery of business requirements.

Main duties of the job

Acting as the first point of contact for visitors and providing excellent customer service at all times
Dealing with all visitors in a courteous and confidential manner, providing assistance as required
Escalating any matters to the Admin Team Leader as appropriate
Ensuring all external visitors are accurately signed in and out of the office
Notifying office staff of visitors' arrival
Ensuring telephone calls are answered, enquiries dealt with, callers re-directed as appropriate and accurate messages taken
Responsibility for the general tidiness and security of the reception area
Responsibility for maintaining an up-to-date contact list

About us

Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 9000 dedicated and skilled staff across 21 sites.

We strongly believe that the communities we serve should all have access to Five Star Patient Care.

Our services:

Acute Care

Providing emergency and maternity services at Whiston, Southport and Ormskirk hospitals, and medical and surgical specialties across all our sites.

Primary Care

Providing primary care services at Marshalls Cross Medical Centre situated in St Helens Hospital.

Community Services

Providing adult community services for St Helens and a wheelchair service in Chorley, South Ribble, and West Lancashire. Our inpatient unit at Newton Community Hospital is where patients needing acute hospital beds can continue rehabilitation, freeing up space for more unwell patients. We also provide urgent care at our Urgent Treatment Centre located in St Helens town centre.

Specialist Regional Services

We provide the Mersey Regional Burns & Plastic Surgery Unit at Whiston Hospital and the Spinal Injuries Unit at Southport Hospital to more than 4 million people across the whole of Merseyside, West Lancashire, Cheshire, Isle of Man and North Wales.

Achievements:

Rated Outstanding by CQC Inspection August 2018
Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
National Preceptorship Accreditation (2023) for Nursing & AHP Preceptorship Programme

Date posted

04 November 2024

Pay scheme

Agenda for change

Band

Band 2

Salary

£23,615 a year per annum, pro rata

Contract

Permanent

Working pattern

Part-time

Reference number

409-6560640

Job locations

Southport & Ormskirk

Wigan Road

Ormskirk

L39 2AZ

Job description

Job responsibilities

KEY DUTIES:

To provide a comprehensive Reception Service for the Estates and Facilities Office

Acting as the first point of contact for visitors and providing excellent customer service at all times

Dealing with all visitors in a courteous and confidential manner, providing assistance as required

Escalating any matters to the Admin Team Leader as appropriate

Ensuring all external visitors are accurately signed in and out of the office

Notifying office staff of visitors arrival

Ensuring telephone calls are answered, enquiries dealt with, callers re-directed as appropriate and accurate messages taken

Responsibility for the general tidiness and security of the reception area

Responsibility for maintaining an up-to-date contact list

To provide administrative support to the Personal Assistant/ Admin Team Leader and Estates and Facilities Administrator to the Estates and Facilities Management Team.

Responsibility for Meeting Room bookings

Responsibility for the layout, tidiness and security of the Meetings Rooms

General administration duties such as copy typing, printing, binding, scanning, filing etc.

Arrangement of internal/department level meetings, co-ordinating diaries, booking venues, setting up refreshments

Provision of administrative support for internal/department level meetings, including taking, transcribing and typing up action notes/minutes (informal/departmental level)

Provision of administrative support for specific areas of work, including collation of returns, issuing of reminders and maintenance of electronic and/or paper records as appropriate

Maintenance of office supplies, including liaison with the Stores Department

Responsibility for the reporting of faults/general repairs required within the Estates and Facilities Offices

Provision of cover for other areas/sites when required

Maintenance of filing systems in line with Trust Policies and Procedures

Maintenance of up-to-date circulation lists

Escalation of any matters, as appropriate, to the Personal Assistant/ Admin Team Leader or Estate and Facilities Administrators to the Estates and Facilities Management Team.

Job description

Job responsibilities

KEY DUTIES:

To provide a comprehensive Reception Service for the Estates and Facilities Office

Acting as the first point of contact for visitors and providing excellent customer service at all times

Dealing with all visitors in a courteous and confidential manner, providing assistance as required

Escalating any matters to the Admin Team Leader as appropriate

Ensuring all external visitors are accurately signed in and out of the office

Notifying office staff of visitors arrival

Ensuring telephone calls are answered, enquiries dealt with, callers re-directed as appropriate and accurate messages taken

Responsibility for the general tidiness and security of the reception area

Responsibility for maintaining an up-to-date contact list

To provide administrative support to the Personal Assistant/ Admin Team Leader and Estates and Facilities Administrator to the Estates and Facilities Management Team.

Responsibility for Meeting Room bookings

Responsibility for the layout, tidiness and security of the Meetings Rooms

General administration duties such as copy typing, printing, binding, scanning, filing etc.

Arrangement of internal/department level meetings, co-ordinating diaries, booking venues, setting up refreshments

Provision of administrative support for internal/department level meetings, including taking, transcribing and typing up action notes/minutes (informal/departmental level)

Provision of administrative support for specific areas of work, including collation of returns, issuing of reminders and maintenance of electronic and/or paper records as appropriate

Maintenance of office supplies, including liaison with the Stores Department

Responsibility for the reporting of faults/general repairs required within the Estates and Facilities Offices

Provision of cover for other areas/sites when required

Maintenance of filing systems in line with Trust Policies and Procedures

Maintenance of up-to-date circulation lists

Escalation of any matters, as appropriate, to the Personal Assistant/ Admin Team Leader or Estate and Facilities Administrators to the Estates and Facilities Management Team.

Person Specification

Qualifications

Essential

3 GCSE qualifications (or equivalent), including Mathematics and English Language
Willingness to work towards NVQ Level 2 within the recommended timeframe

Desirable

RSA II
NVQ Level 2 in Business Administration

Knowledge & Experience

Essential

Knowledge and use of Microsoft Office software
Knowledge of data protection
Understanding of confidentiality requirements
Literate and numerate

Desirable

Experience of office procedures, clerical/reception work
Experience of working with the general public

Skills

Essential

Demonstrate excellent communication skills
Customer Care skills
Ability to work as a team member
Ability to plan and prioritise effectively to meet deadlines
Good telephone manner
Standard Keyboard Skills (typing speed of 35 wpm)

Person Specification

Qualifications

Essential

3 GCSE qualifications (or equivalent), including Mathematics and English Language
Willingness to work towards NVQ Level 2 within the recommended timeframe

Desirable

RSA II
NVQ Level 2 in Business Administration

Knowledge & Experience

Essential

Knowledge and use of Microsoft Office software
Knowledge of data protection
Understanding of confidentiality requirements
Literate and numerate

Desirable

Experience of office procedures, clerical/reception work
Experience of working with the general public

Skills

Essential

Demonstrate excellent communication skills
Customer Care skills
Ability to work as a team member
Ability to plan and prioritise effectively to meet deadlines
Good telephone manner
Standard Keyboard Skills (typing speed of 35 wpm)

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

Mersey and West Lancashire Teaching Hospitals NHS Trust

Address

Southport & Ormskirk

Wigan Road

Ormskirk

L39 2AZ

Employer's website

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

Employer details

Employer name

Mersey and West Lancashire Teaching Hospitals NHS Trust

Address

Southport & Ormskirk

Wigan Road

Ormskirk

L39 2AZ

Employer's website

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