Receptionist - Admin Support

2 days ago

Norwich, United Kingdom Norfolk Community Health and Care NHS Trust Full time

Are you a confident, and flexible person, with excellent engagement, customer care and communication skills, who can work collaboratively as part of a creative and motivated team? If you are, we would really like to hear from you

We are looking for an enthusiastic, self-motivated, and caring individual to join our friendly reception team at Norwich Community Hospital on afixed term contract for 12 months.

The role will include administrative support duties such as answering telephone calls, greeting patients upon their arrival, 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. You will need to be able to evidence a good solid background working in a busy office environment, preferably with experience of working in the NHS. 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.
- Good benefits package including a minimum 27 days annual leave, plus Bank Holidays.
- Opportunity to join the NHS pension scheme.
- Wellbeing support (gyms, free eyesight test, cycle to work scheme, staff physio service and 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.
- Gain experience and learning whilst making a difference and working for one of the world’s biggest employers - the NHS.
- NHS discounts and many more.

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 to produce, maintain and distribute documents, including reports, spread sheets, databases and presentations.
- Typing, audio typing.
- Collecting, opening, date stamping, franking, sorting and distributing mail in a timely manner, relating it to previous correspondence as appropriate and ensuring that outgoing mail 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 may on occasion be upsetting.

1. To maintain schedules and diaries, organise and service meetings and clinics, which may involve travel to and from other venues. This will include resolving appointment conflicts, issuing meeting invitations, distributing agendas and papers, note taking, making room bookings, arranging meeting room layout, equipment, hospitality and greeting visitors.

2. To undertake receptionist/telephonist duties, be a point of contact for internal and external callers and visitors, accepting deliveries, re-directing callers and service users, where appropriate, and providing information or answering questions on routine matters and ensuring that accurate messages are passed on in a timely manner.

3. To be responsible for the efficient use of office equipment and supplies, requisitioning goods and services using Powergate and carrying out research on products or services, as required.

4. Inputting onto various databases and systems, e.g., SystmOne, Powergate and designated spread sheets, within the required timescales and deadlines

5. 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.

6. In conjunction with colleagues, to ensure that petty cash and other monies are collected and accurately recorded and banked promptly to comply with procedures and financial standing orders.

7. Provide cover in other departments as required, during periods of absence, as directed by the Admin Team Leader. This may require travelling to other sites in Norfolk.

8. It is the post holder’s responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.

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