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Administrative Support Specialist

2 months ago

Stroud, Gloucestershire, United Kingdom Gloucestershire Health and Care NHS Foundation Trust Full time

Position Overview

As an integral member of our dedicated Reception Teams, you will join a collaborative environment where experienced professionals will guide you through your onboarding process.

The Reception Teams are essential components of our broader Administrative Team, overseen by the Locality Support Services Manager.

Our facilities serve as community hubs for mental health and learning disabilities, where we provide outpatient and therapy services. The Reception Teams are vital in delivering exceptional customer service, ensuring clients feel welcomed and at ease during their visits.

Key Responsibilities

  • Deliver reception, clerical, and administrative support, ensuring a friendly and efficient service for patients, families, and visitors.
  • Collaborate with staff across the organization to facilitate smooth operations.
  • Assist the Locality Support Services Manager and the Reception/Administrative Team with various administrative tasks as needed.
  • Uphold a professional image of the organization by providing outstanding customer care in all interactions.

Work Schedule

You will be expected to work flexibly across multiple locations during the week, with opportunities for additional hours as necessary.

Main Duties

  • Greet clients, families, and visitors warmly, addressing their inquiries with professionalism.
  • Handle queries discreetly and competently, whether in person or over the phone, adhering to established protocols.
  • Record messages accurately as required.
  • Manage all incoming and outgoing correspondence efficiently.
  • Utilize the computerized room booking system to schedule appointments.
  • Operate photocopying and scanning equipment to maintain accurate documentation.
  • Process new client files and maintain records using the designated electronic systems.
  • Update internal telephone directories as necessary.
  • Coordinate with the Reception Team to manage lunchtime schedules.
  • Perform weekly administrative tasks to ensure the availability of essential forms and resources.
  • Maintain cleanliness and organization in reception and waiting areas, ensuring notice boards are current.
  • Provide coverage for other administrative roles during absences as directed.
  • Ensure compliance with mandatory training requirements.
  • Undertake additional duties as assigned.
  • Promote equality and diversity in all interactions, treating everyone with respect and dignity.

About Our Organization

With over 5000 staff members across more than 50 locations, we offer a wide array of services. We are committed to fostering an inclusive culture that values diversity and provides a sense of belonging.

Our annual staff survey allows employees to share their experiences, and we are proud to have received positive feedback regarding our commitment to patient care and workplace satisfaction.

We are recognized as a leading employer in the community mental health and learning disabilities sector, and we continuously strive to enhance our workplace environment.

Qualifications and Skills

Essential

  • GCSEs or equivalent qualifications.
  • Strong literacy and numeracy skills.
  • Effective written and verbal communication abilities.
  • Experience with basic administrative tasks.
  • Ability to work independently and collaboratively within a team.
  • Proactive problem-solving skills and the ability to prioritize tasks.
  • Willingness to enhance IT and clerical skills.

Desirable

  • NVQ Level 1 in administration.
  • European Computer Driving Licence (ECDL) or equivalent.
  • Previous experience in the community sector, social care, or NHS settings.