Team Administrator/Receptionist

2 months ago

Welwyn Garden City, United Kingdom Hertfordshire Partnership University NHS Foundation Trust Full time

Job summary

An exciting opportunity has arisen for a full time Receptionist/Team Administrator in our Child and Young people Mental Health Services covering East Hertfordshire.

We are seeking an individual who has experience within an office environment and can communicate with compassion and professionalism to a wide range of individuals including service users and their families / carers and clinical colleagues.

We are looking for a highly organised, efficient individual to provide an administrative service to the team. You will be expected to work autonomously, prioritising and managing your own workload whilst maintaining a positive, professional and calm approach. You should have excellent IT skills, a good working knowledge of Microsoft Office Packages .

This is a very busy role, and you will thrive under pressure, and have the drive and courage to solve problems. Your role will involve communicating with our service users so excellent communication is key.

We will offer structured supervision, access to training and development as part of your own personal development.

We have a friendly and supportive team environment , within an organisation that truly makes a difference for children with mental health conditions and their families and carers. If you are enthusiastic, reliable and have a flexible approach to work, then we would like to hear from you.

Main duties of the job

The admin team provides a comprehensive, professional, effective reception and secretarial administrative service to the East Hertfordshire Child and Young People Mental Health Services.

This role will involve manning reception, welcoming children and their parents or carers, and ensuring the smooth running of the waiting room. It also involves answering general telephone enquiries from service users and other professionals, taking messages, sending out appointment letters and reminders and, helping to manage the duty email inbox.

As some of the work will involve speaking to service users on the telephone, the post holder must display a considerable degree of tact, possess mature judgement and maintain a calm, friendly and efficient manner.

You will be required to work independently and apply a high degree of confidentiality to all of their work.

You should follow Trust policies relevant to their work.

About us

Hertfordshire NHS Partnership Trust are one of just five mental health trusts to achieve an overall rating of 'Outstanding' from the Care Quality Commission

Our family of over 4,000 members of staff provide health and social care for people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, and Norfolk, delivering these services within the community and several inpatient settings. Everything is underpinned by choice, independence and equality, with our Trust values embedded throughout:

Welcoming. Kind. Positive. Respectful. Professional.

Job description

Job responsibilities

To use Word templates to process clinic letters, produce appointment letters and enter appointments in the electronic patient record (currently Paris) and paper To use touch typing, audio and shorthand skills as necessary in daily work to produce work in a timely manner To send text message reminders to service users who have agreed to receive To be proficient in using the electronic patient record for administrative To use knowledge, and experience to assist other members of the admin team when requested to undertake additional admin tasks such as scanning, photocopying, answering the telephone, making up new service user assessment packs, To update skills as necessary and attend mandatory training To work unsupervised, on a daily basis, prioritising own workload, using initiative as to what is routine and what is

To use agreed guidelines/procedures and developed knowledge/skills/qualifications when working autonomously and managing

For a more detailed Job and Person Specification please see attached document before applying

Person Specification

Qualifications

Essential

NVQ 3 or equivalent. Advanced keyboard skills Good working knowledge of email and internet Proficient knowledge of PARIS Good standard of English Numerate ECDL qualification

Experience

Essential

Advanced secretarial skills such as audio and shorthand Solid Office/Reception Experience Experience within NHS an advantage Experienced at intermediate level in a range of software packages; Word, Excel PowerPoint

Skills

Essential

Evidence of the ability to organise and plan complex events, such as training sessions and the therapy groups Proficient in diary management coordinating appointments to ensure best use of Managers' time Experience of transcribing formal minutes of meetings Experience of supervising and training others Independent/lone working and team working skills Experience of adapting to change and managing work in a changing environment Evidence of ability to be flexible and show initiative, sensitivity and enthusiasm to work

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