Receptionist/administrator

To provide a joint receptionist & administrative service to ward and department at Somerset Neurological Rehabilitation Centre.

To provide a friendly, effective reception, advice & information service to patients, visitors, and colleagues.

Support & assist nursing and therapy staff in the day to day running of the department.

To organize own workload and work closely with the other Directorate Administrators, ward sisters and Directorate PA to deliver administrative support.

To work within the trust values and core standards to maintain a service to staff at all times.

The postholder will be expected to work flexibly and provide cover when colleagues are on leave.
- Communicate with patients, colleagues, internal and external contacts in a courteous, professional and timely manner at all times by various methods, i.e. telephone, written, face to face
- Communicating with healthcare professionals including medical and nursing staff.
- Deal with queries which will be face to face, via the telephone, written and electronic, dealing with enquiries, arranging meetings, responding to staff issues where appropriate, dealing with correspondence and cascading information
- Report any complaints / comments or requests to the Directorate PA where necessary.
- Report any incidents by way of the trust incident reporting system..
- Contact with People Services, Recruitment and Payroll regarding staffing and pay issues
- All health care professionals
- Management and administration
- Directorate and divisional staffing

As an organisation, the NHS offers a wide range of benefits including flexible working, fantastic pension contributions, market leading annual leave allowance, career progression and regular conversations, not to mention our Blue Light Card and NHS exclusive discounts.

The benefits of working in Somerset include the idyllic countryside, with our areas of outstanding beauty and stunning coastlines. You will get to enjoy these perks whilst still only being a stone’s throw away from bustling city centres like Bristol, Bath and Exeter and only two hours away from London.

There are excellent educational facilities in the area and, when compared to other regions, house prices are reasonable. You will to experience the best of both in Somerset, the countryside and the cosmopolitan - there is truly something for everyone
- Prepare letters on behalf of the ward sisters using standard template letters
- Maintain personal files to the required standard
- Be able to monitor work in progress using bring forward system and chasing outstanding responses
- Prepare documents as and when required.
- Provide data as required.
- Work on the e-Roster system continuously throughout the working day when completing roster checks, booking staff into training and dealing with annual leave requests and queries
- To input audit date to the UK ROC database
- To check the SNRC E-referral system daily and alert staff to new referrals
- To ensure that all patients are entered on MAXIMS system and they are transferred or discharged appropriately.
- Booking of visiting slots during Covid times.
- To locate and request medical records, and ability to book appointments.
- Attending meetings as appropriate.
- To work flexibly and able to travel to other areas as and when required
- Take ownership of equipment supplied to enable job role to be fulfilled
- Order and receipt on the INTEGRA system
- Contribute to prudent stock control/maintenance
- Ensure that economic and environmental use of resources is followed by self and others
- Report any faults, damage or malfunctions in the office
- Paying in cheques into donated funds accounts
- Provide cross cover for colleagues during periods of absence
- Act as a positive role model and lead by example
- Support with welcoming and induction of new staff into the team as required, including those helping on a short term basis
- Undertake an annual appraisal with the Directorate PA to set objectives and any training needs
- Prioritise own work efficiently and effectively to ensure Trust targets are met, following set processes, highlighting any issues to the Directorate PA
- Meet regularly with the ward sisters to discuss work requests
- Work regularly throughout the day on the e-roster system
- Book rooms for meetings and prepare meeting papers when required
- Maintain personal files to the required standard
- Ability to prioritise workload with limited supervision and using own initiative
- Book staff to attend mandatory training
- Contribute to any administrative service re-design in the directorate
- Arrange transport bookings, pick up and return of patients when required.