Receptionist/Telephonist

1 month ago

Sheffield, Sheffield, United Kingdom Sheffield Health and Social Care NHS Foundation Trust Full time

About the Role

We are seeking a highly organized and communicative Receptionist/Telephonist to join our Community Mental Health Team. As the first point of contact for service users, families, and visitors, you will provide a welcoming and friendly service, using appropriate communication skills to support access to services.

Key Responsibilities

  • Deal with incoming telephone calls, emails, and voicemail messages for the Service, diverting appropriately or taking accurate messages, liaising with the wider admin team and/or management as required.
  • Facilitate the smooth running of reception, providing a welcoming and friendly service to patients and visitors, including greeting service users and visitors, providing admin support to clinics, and ensuring patient records are correct and up-to-date.
  • Operate the Trust patient record system to retrieve and record information received relating to service users.
  • Scan, photocopy, and shred service user documents as required.
  • Work with and assist the Admin/Building Manager/Team Co-ordinators in the reporting of maintenance defects and liaising with the Estates Department as appropriate.
  • Collection and distribution of internal and external mail and the franking of outgoing mail ready for collection.
  • Take responsibility for monitoring adequate stock levels of stationery, etc.
  • Arrange staff appointments and/or meetings, including room bookings and other associated requests.
  • Respond appropriately to verbal complaints and refer any unresolved issues to Senior Admin staff or Management Team as necessary.
  • Use appropriate methods to communicate effectively within a team, including email and attending meetings.
  • Assist the Team Co-ordinators and Admin Manager with the induction of any new or temporary receptionist/telephonist staff.
  • Provide cover for other admin staff within the team as directed by Team Co-ordinators/Admin Manager.
  • Provide cross-cover for colleagues within the building and across the wider service as required.
  • Be able to work between sites where required to help support the running of the service.
  • Work confidentially at all times, maintaining the integrity and security of service users' clinical records and ensuring electronic housekeeping rules are adhered to on all systems to maintain an efficient system for all users.

About Us

Sheffield Health and Social Care NHS Foundation Trust is a major employer and provider of services. Our Service Users, Carers, and Staff are central, and our Values are important to the delivery of high-quality care. We actively seek out individuals who share these values:

  • Working together for service users
  • Respect and kindness
  • Everyone counts
  • Commitment to quality
  • Improving lives

Person Specification

Knowledge and Skills

  • Knowledge of office/reception procedures
  • Understanding of confidentiality within a healthcare setting
  • Excellent communication skills with the ability to remain tolerant, receptive, and responsive to people accessing the service
  • Excellent organizational skills
  • Excellent interpersonal skills
  • Knowledge of Patient Administration Systems
  • Methodical approach to work

Training and Qualifications

  • NVQ level 2 or equivalent in a relevant area
  • GCSE or equivalent English and Maths at grade C or above
  • RSA/OCR Level 1 Typing or equivalent

Experience

  • Experience of working in a reception environment dealing with patients/general public in person and by phone
  • IT experience using Microsoft Office, particularly email and Word

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