Admin Support

Are you a confident, and flexible person, with excellent engagement, customer care, and communication skills, who can work as part of a creative and motivated team? If you are, we would really like to hear from you
We are looking for an enthusiastic, self-motivated, and caring individual to join our team at Thorpe Health Centre as our Admin Support - Receptionist.
This is a part-time, Band 2, substantive post (pro-rata). This role works 24 hours per week, ideally working 6 hour shifts per day, 08:30 - 14:30 from Monday - Thursday. The base for this post is Thorpe Health Centre, however you may be required to travel to other sites in Norwich. You will need to be versatile and have access to a vehicle or be able to make alternative travel arrangements.
The postholder will contribute to the smooth running of the reception at Thorpe Health Centre, providing daily support for direction.
The role will include administrative support duties such as answering telephone calls, greeting patients upon their arrival, assisting patients with queries and use of NHS computer systems, including SystmOne, to check in patients and additional admin support as required. This role also involves duties to maintain the stock levels for our Community Nursing Team based at Thorpe Health Centre, which includes counting and ordering the stock on a weekly basis. This role is required to maintain strict confidentiality and will be expected to communicate with patients and relatives with courtesy and discretion at all times.
Good benefits package including a minimum 27 days annual leave, plus Bank Holidays, increasing after 5 years and 10 years to a maximum of 33 days
Opportunity to join the NHS pension scheme.
Wellbeing support (gyms, free eyesight test, cycle to work scheme, wellbeing resources)
Supportive positive culture that is Well-Led with regular supervision
Comprehensive in house and external training programmes available
NHS discounts and many more
Main Duties & Responsibilities
1 To carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties which will include:

- Dealing appropriately with all telephone enquiries as well as face to face patient contact, which may include investigation and problem solving as well as regularly dealing with matters of a complex and /or distressing nature. Using a range of software programmes to produce, maintain and distribute documents, including adhoc and routine reports, spread sheets, databases which may include medical terminology.
- Franking, receiving, sorting and distributing mail as and when required, and ensuring that outgoing mail is sent in a timely manner.
- Researching appropriate websites, downloading and circulating documents as requested.
- Where required, work as a team with a group of staff on a daily basis, supporting the nursing stock volunteer with training, communicating changes and providing updates on procedures and best practice.

2 To greet visitors, provide information and direction, make and manage room bookings for staff and clinicians logging the issue/return of room keys. Resolving appointment conflicts and taking notes for meetings as and when required. For the benefit of NCH visitors and staff, issue onsite car parking permits when required.
3 To undertake receptionist/telephonist duties, be a point of contact for internal and external callers and visitors, accepting deliveries, re-directing callers and service users, where appropriate, and providing information or answering questions on routine matters and ensuring that accurate messages are passed on in a timely manner. Ability to refer issues to more senior staff as and when required.
**4 As part of the Norwich Place stock management process**:

- Ordering and receipting all consumable stock
- Carrying out a weekly stock take of all goods Receiving and checking goods and reporting any discrepancies or other issues within procedural deadlines
- Putting stock away in the stores room, maintaining stock levels
- Arranging onward distribution to relevant departments or sites if required
- Maintaining up to date information recorded on stock spreadsheets, including base lines and previous orders
- Liaise with suppliers to resolve any issues or queries

5 Receive and process telephone calls, including phlebotomy referrals which may be urgent or challenging, liaising with health professionals to correctly process the referral. Monitor the caseload, processing cancellations, including rebooking, or ending referrals/care.
6 To communicate with patients and clients at an appropriate level providing clear information and guidance and dealing with patients’ fears and lack of understanding, exercising tact, judgement and confidentiality in dealing with and resolving routine enquiries, taking accurate messages and ensuring these are passed to the relevant person in a timely manner.
7 Inputting onto various databases and systems, e.g., SystmOne, EP2P Oracle, STORM, Clou