Receptionist & Administration Assistant - Stroud - ref. b48693415
We love what we do and we think you will, too!
At Gloucestershire Health and Care NHS Foundation Trust (GHC), we provide joined-up mental health, physical health and learning disability services to people of all ages across Gloucestershire. We run community hospitals and provide care and support in people’s own homes and in a range of other locations across the county.
We are on a mission to enable people to live the best life they can and we have a vision to work together to provide outstanding care. We put people at the heart of our services, focusing on personalised care by asking ‘what matters to you’.
We’re passionate about making sure that everyone can contribute to achieving our mission and we are continually working to support healthy and happy high-quality teams in all areas of the Trust.
Our application process aims to understand each candidates knowledge, skills and experience. We have found that candidates that use AI to generate their answers can lack specificity and fail to address key criteria outlined in the job description.
It is really important to personalise your application to convey your individual skills, knowledge, and experiences effectively and for us to understand why you are applying for this role with GHC. We discourage over reliance on AI-generated applications as it will lessen your chances of success in securing an interview with us .
Job overview
You will be working within a small friendly Reception Team who will welcome you into the Reception Team, share their knowledge and be an integral part of your local induction.
Weavers Croft is a community mental health and learning disability hub, where outpatients, group work and therapy appointments take place for the patients we care for. Our Reception Team play an integral and important part in the care services we provide, by welcoming and greeting patients, demonstrating excellent customer service and putting patients at ease.
- To provide reception, clerical and administration duties, maintaining an efficient and friendly service to patients, relatives and visitors.
- To liaise with staff across the Gloucestershire Health & Care NHS Foundation Trust.
- Support the Locality Support Services Manager and the Reception/Administrative Team in the administrative function as required.
- To project the professional image of the business through demonstrating excellent customer care in all activities.
The days of work are Monday to Thursday, 9-5 pm.
Interviews are taking place on Tuesday 11th March 2025 at Weavers Croft, Stroud.
Main duties of the job- Welcome clients, relatives, and visitors in a friendly and courteous manner, assisting them with enquiries
- To deal competently and discreetly with queries either face to face or via the telephone using appropriate protocols
- Recording messages as appropriate
- To deal with all incoming and outgoing mail
- To be competent at booking rooms using the computerised room booking system.
- To be competent in the use of the photocopier, scanning in order to upload documents on to RiO (patient computerised filing system).
- Photocopying and maintaining adequate supplies of forms and paperwork.
- To process new files and maintain clients notes and records as appropriate using current RiO System and the Case Note Tracker System.
- Update building telephone lists as and when required.
- Assist lunchtime rota in liaison with Reception Team
- Carry out weekly reception tasks to ensure continuous supply of forms for staff to use, room bookings, message pages and signing in pages.
- To keep the reception / waiting areas tidy and ensure notice boards are up to date.
- To provide cover for other administrative staff in their absence or as required by the Locality Support Services Manager.
- To ensure that mandatory training is up to date .
- To undertake any other duties as and when required.
- Acts in ways that; support equality and value diversity. Treat everyone with whom you come in contact, with dignity and respect & recognise and report behaviour that undermines equality and diversity
Working for our organisation
We have in excess of 5000 staff working over 50 sites, providing a diverse range of services. We strive to support an organisational culture that is welcoming, builds and celebrates inclusivity and diversity and provides a sense of belonging and trust.
The annual NHS Staff Survey gives our people the opportunity to tell us about their experience working at the Trust. For the 2023 survey just over 2800 colleagues gave us their views (58.5%). It was great to see from the results that colleagues are saying that:
- 89.7% believe they are making a positive difference to patients/service users;
- 73.3% would recommend the organisation as a place to work;
- 82.4% agree that care of patients and service users is the organisations priority;
- 76.7% would be happy with the standard of care for a friend or relative
Our results put us as 5th nationally as a Community, Mental Health and Learning Disabilities NHS Employer of Choice and 1st equal amongst all NHS Provider Trusts in the South West. However, we know we have more to do and will continue to drive forward our commitment to making GHC a Great Place to Work.
Detailed job description and main responsibilities
The qualification, training & experience requirements for the role are underlined in the Job Description/Person Specification.
This post requires the post holder to be able to undertake all statutory and mandatory training and post holders must be able to undertake physical interventions. Fitness for physical intervention will be assessed by Occupational Health.
To ensure you fully understand how the Trust, as a Data Controller, will process and store your data please read the attached document ‘Applicant and Staff Privacy Notice’ prior to applying for the role.
Candidates for any staff appointment shall, when making application, disclose in writing to the Trust whether they are related to any governor. Failure to disclose such a relationship may disqualify a candidate and, if appointed, may render them liable to dismissal.
Person specification
Qualifications
Essential criteria- GCSE’s or Equivalent
- Good literacy and numeracy skills
- NVQ Level 1 in administration
- European Computer Driving Licence (ECDL) or equivalent
Personal Skills Abilities and Attributes
Essential criteria- Effective communication skills both written and verbal
- Demonstrates ability to undertake a wide range of basic administrative tasks
- Ability to work autonomously and as part of a team
- Proactive approach and ability to problem solve and prioritise
- Willingness to further develop IT and clerical skills and knowledge
- Ability to contribute to the continuous improvement of systems and processes
Length and nature of experience
Essential criteria- Previous experience of using software packages such as Microsoft Office i.e. Word, Excel, PowerPoint, Outlook
- Experience of Data Inputting and Retrieval
- Previous experience in community sector, social care or NHS
When joining us, as well as becoming part of a team that makes a difference, we also offer:
- Free car parking at many of our sites
- 27 days leave plus bank holidays, increasing up to 33 days with long service
- A broad range of training and development opportunities, including apprenticeships up to Level 7 qualification.
- A multi-professional preceptorship programme for all Newly Qualified; Nurses, Nursing Associates, Internationally Educated Practitioners, Allied Health Professionals and Return to Practice Practitioners.
- Generous NHS pension and enhanced pay when if you work unsocial hours
- Flexible, family friendly and agile working opportunities
- Recognition and long service awards
- Fast Track physiotherapy
- Our Wellbeing line
- Access to discounts and salary sacrifice schemes; including Cycle to Work, Car scheme and discounts on travel, leisure and retailers.
Applicants are advised to apply early as if a large number of applications are received for this post, we reserve the right to close the vacancy prior to the advertised date. Good luck with your application.
For more information please see the attached 'Additional Information for Applicants' document.