Administration Assistant / Receptionist

Herefordshire and Worcestershire Health and Care NHS Trust

The closing date is 02 October 2024

Job summary

An excellent opportunity has arisen for a friendly, enthusiastic, and patient-focused individual to join our busy Talking Therapies team based at the Wulstan Unit, Newtown Hospital, Worcester.

Applicants are required to have excellent organisation and communication skills which are required to effectively liaise with a wide range of professionals and patients. This post will suit an individual with a proven track record of being able to use interpersonal skills to interact and communicate appropriately with a variety of patients from differing backgrounds and cultures, patients who have special needs, including physical and mental disabilities, learning difficulties and with patients who are anxious and/or upset. We are a supportive and passionate team and in return we will provide you with full training to ensure that you can succeed in this role.

You should have recent, relevant reception and administrative experience and knowledge of a range of office procedures including knowledge of Microsoft Office (Word, Excel and Outlook) with intermediate IT skills that may be tested at interview.

This is a permanent post 37.5 hours per week, Monday to Friday. The usual working hours are 9am until 5pm. When covering reception, the working hours will be 7.30am until 3.30pm.

If you would like to discuss the post in further detail please contact The Recruiting manager, details at the top right of the advert.

Main duties of the job

Key Receptionist/Administration duties specific to the role:

Meeting and greeting patients/visitors.
Dealing with face to face and telephone enquiries.
Processing room booking requests.
Using our in-house IT systems, CareNotes and IAPTus, for which full training will be provided.
Processing referrals.
Preparing, printing, and posting letters.
Providing reception cover for staff absences/annual leave.
Supporting the admin team with day-to-day duties as and when required.

About us

At Herefordshire and Worcestershire Health and Care NHS Trust, we are working together to deliver outstanding care. We run community hospitals and community health services across Worcestershire and provide mental health and learning disability services across both Herefordshire and Worcestershire.

Our people (all 4500+ of them) provide services for people of all ages, experiencing both physical and/or mental health conditions from over 100 sites.

We will support you to thrive; offer flexible working options for a great work-life balance, help you fulfil your ambitions, and empower you to make positive changes within your team or service. Its why we were named Large Apprenticeship Employer of the Year award at the 2022 Worcestershire Apprenticeship Awards. We value diversity and encourage applications from people of all backgrounds, cultures, and ethnicities.

What we offer

27 days leave plus bank holidays, increasing up to 33 days with long service

Generous NHS pension and enhanced pay when you work unsocial hours

Flexible and agile working opportunities

Great maternity, paternity, and adoption support

Wide range of staff networks such as LGBT+ and ENRICH (Equality Network for Race Inclusion and Cultural Heritage)

Health service discounts and online benefits including excellent cycle to work and car salary sacrifice schemes

Health and wellbeing opportunities

If you would like to know more, please visit our careers website.

Date posted

18 September 2024

Pay scheme

Agenda for change

Band

Band 2

Salary

£23,615 a year (£12.08 per hour)

Contract

Permanent

Working pattern

Full-time

Reference number

C9798-0712

Job locations

Wulstan Unit

Newtown Hospital

Worcester

WR5 1JG

Job description

Job responsibilities

Receptionist/Administration duties specific to the role.

Being the first point of call to meet and greet visitors/patients, answering telephone calls, dealing with room booking requests, liaising with patients, professionals and colleagues, data input, maintaining accurate records.

The role will require telephone and face to face contact with distressed and anxious patients; you will be provided with training and support to enable you to manage potentially challenging situations.

For full details of the duties and criteria for the role please refer to the job description and person specification attached.

Job description

Job responsibilities

Receptionist/Administration duties specific to the role.

For full details of the duties and criteria for the role please refer to the job description and person specification attached.

Person Specification

Skills & Abilities

Essential

General office skills
Ability to communicate clearly and effectively in English in both verbal and written formats
Ability to be polite but firm when dealing with difficult, impatient or upset people
Good level of literacy and numeracy
Standard IT skills
Good organisational skills

Knowledge

Essential

Knowledge of office procedures
Working knowledge of Microsoft Office Packages (Word, Excel and Outlook)
Understanding of the confidential nature of the post

Qualifications

Essential

Level 2 qualification (e.g. GCSE Grade 4-9/A-C, NVQ 2, OCR/RSA 2, City & Guilds 2) in a Business Administration related subject OR Level 2 qualification in an alternative subject and will be expected to undertake the relevant level 2 qualification on appointment to post OR Considerable recent NHS administrative experience and will be expected to undertake the relevant level 2 qualification on appointment to post
I understand that I will be asked to provide original certificates to verify my qualifications at point of offer

Additional Criteria

Essential

Willingness to commit to continuing professional development and undertake relevant training as required
Professional manner as a representative of the Trust
Tact and discretion for dealing with sensitive and confidential information
Ability to meet the travel requirements of the role

Experience

Essential

Recent, relevant experience in an Administrative/Secretarial/ Reception/Customer Service Role

Desirable

Previous, relevant NHS experience

Person Specification

Skills & Abilities

Essential

General office skills
Ability to communicate clearly and effectively in English in both verbal and written formats
Ability to be polite but firm when dealing with difficult, impatient or upset people
Good level of literacy and numeracy
Standard IT skills
Good organisational skills

Knowledge

Essential

Knowledge of office procedures
Working knowledge of Microsoft Office Packages (Word, Excel and Outlook)
Understanding of the confidential nature of the post

Qualifications

Essential

Level 2 qualification (e.g. GCSE Grade 4-9/A-C, NVQ 2, OCR/RSA 2, City & Guilds 2) in a Business Administration related subject OR Level 2 qualification in an alternative subject and will be expected to undertake the relevant level 2 qualification on appointment to post OR Considerable recent NHS administrative experience and will be expected to undertake the relevant level 2 qualification on appointment to post
I understand that I will be asked to provide original certificates to verify my qualifications at point of offer

Additional Criteria

Essential

Willingness to commit to continuing professional development and undertake relevant training as required
Professional manner as a representative of the Trust
Tact and discretion for dealing with sensitive and confidential information
Ability to meet the travel requirements of the role

Experience

Essential

Recent, relevant experience in an Administrative/Secretarial/ Reception/Customer Service Role

Desirable

Previous, relevant NHS experience

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.