Receptionist/administrator

The Trust is looking for a flexible and enthusiastic Reception Administrator to join our friendly and welcoming admin team at the Woodlands Centre for Acute Care. We are a 23-bed inpatient unit, comprising female and male wards, two 136 Place of Safety Suites, and the Crisis Resolution and Home Treatment (CRHT) team.
This role offers an excellent opportunity to develop a broad range of administrative and interpersonal skills in a varied and rewarding environment. As a key member of the Reception and Administration team, the post-holder will support the smooth running of the overall Woodlands service, undertaking a range of reception and administrative duties.
The position is fast-paced and people-focused, involving regular contact with patients, the multidisciplinary team (MDT), external agencies, and carers, both in person and over the phone.
**We are looking for someone with**:
Excellent customer service and communication skills
Strong attention to detail and accuracy
A flexible approach, with the ability to cover colleagues’ annual leave and sickness when required
A positive and professional attitude
To provide excellent reception and administrative support to the team, ensuring the smooth and efficient running of the reception area. This role is key in delivering a professional, client-focused service that promotes high standards of customer care and supports effective working relationships across the organisation.
**Key Responsibilities**:
Welcome and assist members of the public, service users, carers/relatives, and staff in a professional and empathetic manner.
Communicate clearly and sensitively, particularly when dealing with individuals who may be distressed or upset.
Maintain the efficient operation of the reception area, ensuring all visitors and calls are managed promptly and appropriately.
Provide general administrative support to the wider team as required, including filing, scanning, archiving, uploading documents, printing, auditing, and other administrative tasks to support the overall function of the team.
Uphold the highest standards of confidentiality, data protection, and security at all times to safeguard both patient and staff information and their safety.
Ensure accuracy and attention to detail in all administrative processes and record-keeping.
Contribute to a positive and supportive working environment, demonstrating professionalism, flexibility, and teamwork in all interactions.
Ensure the reception area and adjoining rooms are kept clean, tidy, and well-presented, reporting any maintenance issues as appropriate.
**Essential Skills and Attributes**:
Excellent verbal and written communication skills.
Strong interpersonal skills with the ability to handle sensitive situations with empathy and discretion.
High level of attention to detail and accuracy.
Ability to prioritise workload and manage time effectively in a busy environment.
Commitment to delivering outstanding customer service and maintaining confidentiality.
In order to be a successful Receptionist/Administrator in our team you will have:
A relevant NVQ Level 2/3 qualification / RSA 3 or equivalent
Experience in a Administration role or relevant administration experience
Experience using Microsoft Office including Outlook, Word and Excel
Experience of working within a physical or mental health care setting although not essential.
Are familiar with the use of Carenotes
**It would also be advantageous if you**:
Have experience of working within NHS
As a mental health trust, Sussex Partnership places a huge focus on the wellbeing of our staff, as well as ensuring our reward packages reflect the immensely important work they do.
**Your benefits**:
Access to a host of discount schemes including Blue Light Card
Generous holiday entitlement (starting at 27 days + 8 bank holidays)
Excellent NHS Pension
Discounted gym memberships
A position within a trust rated as ‘Outstanding’ for caring and ‘Good’ overall by the CQC
Access to full psychological support via our internal wellbeing team
Excellent supervision programmes, with ongoing opportunities for training and development