Apprentice Receptionist

We need an Apprentice Receptionist to join our Informatics administration team at University Hospital Southampton NHS Foundation Trust. We are looking for a capable, enthusiastic and organised individual to manage the Informatics front desk and deliver administrative duties to the department. This exciting and varied role, and associated apprenticeship, offers you the opportunity to develop a wide range of administrative, communication and customer service skills, both on the job and during your dedicated study time.

You will be part of a small business services team within the wider Informatics department. The receptionist will work with all areas of the department and no day will be the same. Being part of the Informatics team will mean you are given the training and support needed to obtain a Level 3 Business Administration qualification, so will be suited to an individual looking to develop themselves and build the core skills required to progress a career in administration.

For an overview of the main duties of the role please see the ‘Job Description and Main Responsibilities’ section below. To understand the day-to-day responsibilities in more detail please read the full job description document attached.

What we can offer you

As one of the largest acute teaching Trusts in England, we offer learning and development opportunities to help you achieve the career you aspire to. UHS is rated ‘Good’ by the CQC and in the latest national NHS Staff Survey, we were in the top 10 acute trusts for staff engagement and for staff recommending the hospital as a place to work or receive care.

All non-clinical roles may involve a mixture of on site and remote working, specific details and flexible working options can be discussed as part of the interview process. UHS employees are able to access a range of NHS discounts, are entitled to a minimum of 35 days paid holiday (pro rata), and we offer a generous pension scheme.

Southampton is an attractive place to live and work situated on the south coast, with an international airport and direct trains to London. The New Forest National Park and beaches of the Jurassic coast are also right on our doorstep. The city offers living costs 20% lower than London and 14 schools rated outstanding by Ofsted.

Your Responsibilities

What you’ll do
- Provide a professional and friendly welcome to staff and visitors who are in contact with the department
- Ensure the reception area is kept clean/tidy and to report maintenance and domestic repairs to the appropriate wards/departments on instruction from the department managers
- Sort incoming mail and distribute
- Receive, sign for and distribute deliveries
- Maintain a stationery control procedure for all stock items
- Store/scan staff records
- Maintain absence from work records
- Maintain the Freedom of Information spreadsheet (FOI) ensuring all returns are completed
- Organise meeting rooms and room bookings
- Organise 1:1 meetings, departmental meetings etc as requested by Informatics managers
- Organise travel warrants
- Carry out general administration duties and provide clerical assistance, as required
- Follow the Reception departmental guidelines
- The post holder may occasionally be asked to perform other duties consistent with grade and experience.

What we’re looking for

**Note**: this role is for an individual who has the drive and capability to study for the Level 3 Business Administration qualification and is only available to those who meet the criteria below and who will embark on this training when they join the department.

We are looking to appoint an upbeat individual who will maintain an efficient reception service, greeting incoming guests, visitors, and members of staff, in a friendly and confident manner, helping them with directions or any appropriate information that they need, all whilst maintaining a high level of confidentiality and a positive outlook.

For the administrative side of the role, we need someone who is organised, hard-working and is able to prioritise their own workload (with guidance from others). The ideal individual will be able to juggle multiple activities and willing to take on new tasks.

**You will be**:

- Willing to study for the Level 3 Business Administration qualification and committed to self-development
- Capable, enthusiastic, helpful and organised
- A good communicator who can build positive working relationships within the department and across the Trust
- Able to work well under pressure and manage multiple tasks at the same time

Additional information

Interviews will be held on Tuesday, 04 April 2023

Should you have any queries, please use the contact details provided to get in touch.