Job summary
This is a part time post is based at Dereham Hospital, the role is to provide a comprehensive and pro-active administrative support, ensuring that all administrative processes and tasks are undertaken efficiently, effectively and to a high standard, contributing to the smooth running of the reception and its overall effectiveness.
Main duties of the job
We are looking for an enthusiastic, self-motivated, and caring individual to join our friendly reception team.
The role will include administrative support duties such as answering telephone calls, greeting patients upon their arrival, supporting with ordering stock supplies, assisting patients with queries and use of NHS computer systems including SystmOne to check in patients and additional admin support as required. The reception team are required to maintain strict confidentiality and will be expected to communicate with patients and relatives with courtesy and discretion at all times.
You will have experience of undertaking a range of administrative duties and have excellent customer care skills. The ability to work as part of a team in a busy office environment is essential and will be required to work proactively, have good numerical skills and be able to multi-task.
Being able to demonstrate excellent organisational and effective communication skills is also essential. Knowledge of SystmOne would be an advantage, but training can be provided for the successful candidate.
About us
Apply now to join an organisation that has been awarded an 'Outstanding' rating by the Care Quality Commission (CQC), the highest possible rating and the first stand-alone NHS community trust in the country to be awarded the title.
- Good benefits package including a minimum 27 days annual leave, plus Bank Holidays, increasing after 5 years and 10 years to a maximum of 33 days
- Opportunity to join the NHS pension scheme.
- Wellbeing support (gyms, free eyesight test, cycle to work scheme, wellbeing resources)
- Free parking at most sites
- Supportive positive culture that is Well-Led with regular supervision
- Comprehensive in house and external training programmes available
- NHS discounts and many more
Please note that applications are accepted by completion of our on-line application form. We cannot accept CV
Job description
Job responsibilities
Key Areas of Responsibility
- To carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties which will include:
- Using a range of software programmes and to produce, maintain and distribute documents, including reports, spreadsheets, databases and presentations.
- Photocopying, scanning, emailing, distributing and filing letters, reports and other correspondence promptly and efficiently, ensuring that all staff and patient records, files and filing lists are maintained and kept up to date.
- Collecting, opening, date-stamping, sorting and distributing mail in a timely manner, relating it to previous correspondence as appropriate and ensuring that outgoing is sent in a timely manner.
- Researching appropriate websites, downloading and circulating documents, as requested.
- Dealing appropriately with all telephone enquiries and face to face patient contact, which on occasion may be upsetting.
- To undertake receptionist/telephonist duties, receiving and processing telephone calls, including referrals, which may be urgent, liaising with health professionals to correctly process referrals.
- To communicate with patients and clients at an appropriate level providing clear information and guidance and dealing with patients fears and lack of understanding, exercising tact and judgement in dealing with and resolving routine enquiries, taking accurate messages and ensuring these are passed to the relevant person on a timely manner.
- To be responsible for the efficient use of office equipment and supplies, requisitioning and receipting goods and services on the NHS procurement system, Powergate, and carrying out research into goods and services as required.
- Inputting onto various databases and systems and spread sheets, within the required timescales and deadlines. Booking, cancelling and amending appointments and clinical rotas.
- To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/ site manager informed at all times.
- Provide cover in other departments as required, during periods of absence, as directed by the Admin Team Leader. This will require travel to other sites in Norfolk.
- It is the post holders responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.
Job description
Job responsibilities
Key Areas of Responsibility
- To carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties which will include:
- Using a range of software programmes and to produce, maintain and distribute documents, including reports, spreadsheets, databases and presentations.
- Photocopying, scanning, emailing, distributing and filing letters, reports and other correspondence promptly and efficiently, ensuring that all staff and patient records, files and filing lists are maintained and kept up to date.
- Collecting, opening, date-stamping, sorting and distributing mail in a timely manner, relating it to previous correspondence as appropriate and ensuring that outgoing is sent in a timely manner.
- Researching appropriate websites, downloading and circulating documents, as requested.
- Dealing appropriately with all telephone enquiries and face to face patient contact, which on occasion may be upsetting.
- To undertake receptionist/telephonist duties, receiving and processing telephone calls, including referrals, which may be urgent, liaising with health professionals to correctly process referrals.
- To communicate with patients and clients at an appropriate level providing clear information and guidance and dealing with patients fears and lack of understanding, exercising tact and judgement in dealing with and resolving routine enquiries, taking accurate messages and ensuring these are passed to the relevant person on a timely manner.
- To be responsible for the efficient use of office equipment and supplies, requisitioning and receipting goods and services on the NHS procurement system, Powergate, and carrying out research into goods and services as required.
- Inputting onto various databases and systems and spread sheets, within the required timescales and deadlines. Booking, cancelling and amending appointments and clinical rotas.
- To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/ site manager informed at all times.
- Provide cover in other departments as required, during periods of absence, as directed by the Admin Team Leader. This will require travel to other sites in Norfolk.
- It is the post holders responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.
Person Specification
Qualifications
Essential
- oMaths and English GCSE (Grade C or above), or equivalent
Desirable
- oShorthand
- RSA typing or equivalent experience
Experience
Essential
- Proven administration experience in a busy office environment
- Proven experience of working as part of a team
Desirable
- Knowledge of NHS ordering systems
- Knowledge of SystmOne, PAS etc.
- Knowledge of NHS invoicing systems
Skills, Abilities and Knowledge
Essential
- oComprehensive working knowledge of Microsoft Office, especially Word, Excel and Outlook.
- oGood organisational and communications skills
- oProven ability to work on own initiative, without direct supervision, prioritising and managing own workload
- oArticulate, calm, polite and well-motivated with a positive attitude to customer care
Desirable
- oEnhanced IT Skills
- oPlanning Skills
- oCustomer Care Skills
- oSupervisory skills
Communication
Essential
- Good communication skills
Personal Attributes/Behaviours
Essential
- oEnthusiastic and motivated
- oCommitted to providing the best possible service to patients
- oTeam Player
- oAble to work on own initiative
- oTact and diplomacy
Other
Essential
- oFlexible attitude and approach to work to meet service needs
- oAble to make own transport arrangements
Person Specification
Qualifications
Essential
- oMaths and English GCSE (Grade C or above), or equivalent
Desirable
- oShorthand
- RSA typing or equivalent experience
Experience
Essential
- Proven administration experience in a busy office environment
- Proven experience of working as part of a team
Desirable
- Knowledge of NHS ordering systems
- Knowledge of SystmOne, PAS etc.
- Knowledge of NHS invoicing systems
Skills, Abilities and Knowledge
Essential
- oComprehensive working knowledge of Microsoft Office, especially Word, Excel and Outlook.
- oGood organisational and communications skills
- oProven ability to work on own initiative, without direct supervision, prioritising and managing own workload
- oArticulate, calm, polite and well-motivated with a positive attitude to customer care
Desirable
- oEnhanced IT Skills
- oPlanning Skills
- oCustomer Care Skills
- oSupervisory skills
Communication
Essential
- Good communication skills
Personal Attributes/Behaviours
Essential
- oEnthusiastic and motivated
- oCommitted to providing the best possible service to patients
- oTeam Player
- oAble to work on own initiative
- oTact and diplomacy
Other
Essential
- oFlexible attitude and approach to work to meet service needs
- oAble to make own transport arrangements
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).
