Receptionist/administrator

7 days ago

Haywards Heath, United Kingdom Sussex Partnership NHS FoundationTrust Full time

We are looking for an individual who has experience of working on a front-line service and able to offer a friendly welcome to a very busy outpatient reception area. A strong sense of initiative, team working and multi-tasking skills are required to work in this patient-focused reception area. You will have the ability to stay calm whilst multi-tasking, be approachable showing kindness and sensitivity.

To protect the health and safety of our staff/workers, patients, and those attending our sites, we encourage our workforce to get fully vaccinated against COVID
- To support the Admin Co-ordinators and Admin Team Lead in all areas of administration for the reception service.
- Develop working relationships with key people across the Mid-Sussex ATS service and play an active role in supporting the wider team with administrative tasks.

The post holders will provide administrative support to the clinical team across Haywards Heath and East Grinstead - the main base is Haywards Heath but we have a 'sister-site' at Cantelupe House in East Grinstead - phone cover between sites will be required during admin staff leave.
- An understanding of an outpatient setting within the NHS is desirable but training will be given to the right person.
- Liaise with other directorates and staff at all levels, both internally and externally.
- Ensure that documents and correspondence is stored/filed correctly on the Carenotes Electronic System.
- To produce appointment letters when extra support is required to a high standard of presentation and accuracy using the Trust templates, in line with Trust guidelines.
- To be responsible for initiating and sending out routine correspondence and a variety of self-help information when required.
- To be responsible for the preparation of clinic sheets (the Medic's outpatient clinic lists).
- To open and process incoming and outgoing post for the team.
- To book rooms/allocate rooms.
- To help support when other admin staff are on leave.
- To support the Team's Reception Telephonist.
- Ensure that all information is handled in a confidential manner, in line with the relevant Trust policies.
- Support the clinical team with admin assistance.
- To send out appointment letters when requested.
- To support with investigations using Carenotes when required.
- To organise transport, interpreters and other services for service users as and when necessary.
- To provide reception services, receiving visitors on behalf of the department, dealing sensitively with people, in person and on the telephone, taking accurate messages and providing follow up action as required, using appropriate initiative.
- To accurately record messages and information from any callers and to initiate appropriate procedures, maintaining effective channels of communication.
- To act as contact point for members of the team during office hours, responding appropriately in emergency situations by obtaining relevant information and liaising with organisations and persons involved.
- To liaise with external agencies.
- To undertake photocopying, scanning, uploading and post as required.
- To assist in room allocation via Outlook.
- To be trained in the Oracle system to order stationery/supplies.
- To ensure compliance with departmental policies and procedures with regard to the security of the building.
- To provide cover for other administrative staff when required.

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