Job summary
We are looking to recruit a Switchboard and Reception team leader to join our friendly switchboard and reception teams for Sheffield Health & Social Care NHS Foundation Trust.
We are recruiting for 37.5 hours per week, on occasions there maybe a need to cover shifts out of hours to ensure switchboard and reception have adequate cover at all required times.
This is a fantastic opportunity for an individual with good communication skills to join dedicated teams who are passionate about helping others.
This role may require the individual to provide some personalised administrative support to the leadership team.
It is anticipated that the post holder will use initiative and delegation to ensure the wider administrative team function collectively and to complete a wide range of administrative tasks.
The post holder will have responsibility for the teams' daily duties ensuring these are carried out in line with policies and procedures.
Main duties of the job
It is essential that the post holder has good communication skills, is organised and assertive. They must be able to prioritise their work effectively and have the ability to work unsupervised (at times).
It is essential that the post holder has a range of administrative skills including word processing, knowledge of spreadsheets and databases along with the ability to supervise and delegate tasks appropriately within the administrative support service.
The post holder must maintain a high degree of confidentiality with relation to service users, employees, and sensitive information in accordance with Trust policies and procedures.
The post holder will be required to undertake training and personal development initiatives in line with the demands of the position.
About us
We are passionate about providing the very best service to the people we support, and we are looking for someone who share this passion to join us.
What is it that makes our Trust such a special place to work? Well, it's all about the people. Our staff, service users, carers and families come from such diverse backgrounds, and all have expertise, experiences, and stories to share.
It's important that you feel supported in your role, that the people who you work with are as passionate as you are and that your health and wellbeing is taken care of
If you're interested in developing your career, you'll have access to a range of training and education opportunities, including apprenticeships, work experience and placements, as well as the chance to get involved in research.
We are proud of the difference we make to people's lives each and every day and if that's something that you'd like to be part of we would love to have you join our team.
Job description
Job responsibilities
Co-ordination of operational delivery for both Head Office reception and switchboard to ensure a portfolio of tasks is planned and delivered effectively.
Maintain constructive relationships with a broad range of internal and external stakeholders including landlords and contractors.
Assist Senior Manager with recruitment process by participating in recruitment and selection as required.
To train the teams staff in relation to duties and responsibilities.
Day to day management for staff directly reporting to them and accurately record these meetings and on the relevant dashboard. Provide guidance on personal development and initiate where appropriate further training.
Monitor budgets for own area, raising requisitions and act as authorised signatory for the purchase of some physical assets and/or supplies.
Ensure paper based and electronic records are maintained in a way that allows up to date information to be available.
To be fully conversant with all local policies and procedures and to ensure they are communicated and adhered to by all members of the teams, taking action if needed as appropriate.
To participate, on any local projects, ensuring that they are undertaken with minimal disruption and maximum communication.
To have experience of working within a busy environment and with the ability to handle and process calls effectively and efficiently.
To be fully conversant with switchboard console and with all other functionality to manage both systems within the teams.
To attend meetings as appropriate.
To participate in chairing and minute taking of meetings as requested.
To run reports as required using data from available sources
To retrieve and collate information on behalf of the team and be able to present the data in different formats as needed.
To ensure the teams are covered on a day-to-day basis and update staff rota's to ensure the continuity of service, recording annual leave, changes, absences and cover, communicating these changes via healthroster.
To maintain a safe environment within the team environments and ensure levels of all types of stock required are suitable to fulfil the needs of the services.
To participate and ensure switchboard and reception have adequate cover at all required times.
To manage the monitoring and recording of training undertaken by members of the Teams.
Ensure relevant training and local induction is carried out for new members of the Team.
To ensure receipt of postal deliveries into the organisation. This includes Royal Mail, Round Robin Mail and internal mail.
Ensure deadlines are met and mail is available for collection by external sources.
Topping up money in the Franking Machine
To manage emergency 2222 calls from Trust staff, following protocols to contact Emergency Services.
To monitor various alarm systems and follow protocols when an alarm is registered.
To assist with any other task which will help to provide a service that complies with the Departments agreed levels of service and expected levels of customer service.
Job description
Job responsibilities
Co-ordination of operational delivery for both Head Office reception and switchboard to ensure a portfolio of tasks is planned and delivered effectively.
Maintain constructive relationships with a broad range of internal and external stakeholders including landlords and contractors.
Assist Senior Manager with recruitment process by participating in recruitment and selection as required.
To train the teams staff in relation to duties and responsibilities.
Day to day management for staff directly reporting to them and accurately record these meetings and on the relevant dashboard. Provide guidance on personal development and initiate where appropriate further training.
Monitor budgets for own area, raising requisitions and act as authorised signatory for the purchase of some physical assets and/or supplies.
Ensure paper based and electronic records are maintained in a way that allows up to date information to be available.
To be fully conversant with all local policies and procedures and to ensure they are communicated and adhered to by all members of the teams, taking action if needed as appropriate.
To participate, on any local projects, ensuring that they are undertaken with minimal disruption and maximum communication.
To have experience of working within a busy environment and with the ability to handle and process calls effectively and efficiently.
To be fully conversant with switchboard console and with all other functionality to manage both systems within the teams.
To attend meetings as appropriate.
To participate in chairing and minute taking of meetings as requested.
To run reports as required using data from available sources
To retrieve and collate information on behalf of the team and be able to present the data in different formats as needed.
To ensure the teams are covered on a day-to-day basis and update staff rota's to ensure the continuity of service, recording annual leave, changes, absences and cover, communicating these changes via healthroster.
To maintain a safe environment within the team environments and ensure levels of all types of stock required are suitable to fulfil the needs of the services.
To participate and ensure switchboard and reception have adequate cover at all required times.
To manage the monitoring and recording of training undertaken by members of the Teams.
Ensure relevant training and local induction is carried out for new members of the Team.
To ensure receipt of postal deliveries into the organisation. This includes Royal Mail, Round Robin Mail and internal mail.
Ensure deadlines are met and mail is available for collection by external sources.
Topping up money in the Franking Machine
To manage emergency 2222 calls from Trust staff, following protocols to contact Emergency Services.
To monitor various alarm systems and follow protocols when an alarm is registered.
To assist with any other task which will help to provide a service that complies with the Departments agreed levels of service and expected levels of customer service.
Person Specification
Knowledge and skills
Essential
- Demonstrate knowledge of supervising a team
- Demonstrate skills to communicate effectively at all levels both written and verbal
- Ability to work on own initiative
- Excellent organisational skills
- Excellent time management skills
Training and qualifications
Essential
- Business / Admin Level 3 NVQ or equivalent experience
- Intermediate knowledge of IT systems and programmes such as outlook, word, excel and PowerPoint
Desirable
- Recognized Leadership Management certificate
- Knowledge of Health and Safety requirements
- Educated to GCSE standard or equivalent, including English Language, Mathematics
Experience
Essential
- Experience in Supervising and organising a team
- Working to tight deadlines
- Experience in Managing/Prioritising own workload
- Experience in Budget Monitoring
Desirable
- Experience in the NHS or similar complex organisation
- Experience in change process
Other
Essential
- Evidence of continual personal development
- Strong self-motivator and able to motivate others
- An ability to maintain confidentiality and trust
- Effective organiser
- Adaptability, flexibility, and ability to cope with uncertainty and change
Person Specification
Knowledge and skills
Essential
- Demonstrate knowledge of supervising a team
- Demonstrate skills to communicate effectively at all levels both written and verbal
- Ability to work on own initiative
- Excellent organisational skills
- Excellent time management skills
Training and qualifications
Essential
- Business / Admin Level 3 NVQ or equivalent experience
- Intermediate knowledge of IT systems and programmes such as outlook, word, excel and PowerPoint
Desirable
- Recognized Leadership Management certificate
- Knowledge of Health and Safety requirements
- Educated to GCSE standard or equivalent, including English Language, Mathematics
Experience
Essential
- Experience in Supervising and organising a team
- Working to tight deadlines
- Experience in Managing/Prioritising own workload
- Experience in Budget Monitoring
Desirable
- Experience in the NHS or similar complex organisation
- Experience in change process
Other
Essential
- Evidence of continual personal development
- Strong self-motivator and able to motivate others
- An ability to maintain confidentiality and trust
- Effective organiser
- Adaptability, flexibility, and ability to cope with uncertainty and change
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
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).
