Headquarters Receptionist

We are East Midlands Ambulance Service (EMAS), an organisation focused on delivering a high standard of emergency and urgent care to our patients across the region.

The East Midlands Ambulance Service NHS Trust (EMAS) provides Emergency, Urgent and Non-Emergency pre-hospital care and transport across six counties (Derbyshire, Nottinghamshire, Lincolnshire, Leicestershire & Rutland and Northamptonshire).

Job overview

We are looking for an experienced receptionist to join our team at EMAS. The successful candidate must possess excellent interpersonal skills, a professional demeanor, and solid communication and organisation skills.

Responsibilities will include greeting visitors and providing customer service, answering switchboard and taking messages, coordinating calendar room bookings, managing office supplies and providing additional administrative support such printing and dealing with incoming/outgoing mail.

Main duties of the job

1. 5 hours per week Monday, Tuesday and Wednesday

Working for our organisation

Friendly and approachable, you will be part of a small team which provides admin and reception services to the Executive Team based at EMAS Headquarters.

1. Receives and directs to the appropriate person/department a range of telephone calls on behalf of Trust staff and follows these up by taking and passing on messages using the Trust’s email system or taking other action as appropriate.
2. Provides typing and clerical support including drafting and distributing routine correspondence as delegated by the Senior Administrative Support Officer.
3. Maintains electronic diaries for booking the Meeting Rooms at Horizon Place and ensures suitable equipment is available as requested, checking the room is at an acceptable standard in terms of layout and refreshments.
4. Assists in the co-ordination of meeting arrangements.
5. Maintains filing and distribution systems as required.
6. Updates circulation lists, telephone lists, car parking permits etc. as necessary.
7. Reports to the Senior Administrative Support Officer any difficulties which prevent the proper operation of the switchboard function.
8. Ensures that the reception area is clean and tidy at all times.
9. Ensures when leaving the switchboard at night, the back-up facility is utilised.
10. Receives and manages deliveries to reception and arranges for internal distribution as appropriate using the post log.
11. Maintains a professional appearance.
12. Any other reasonable duties allocated by the Senior Administrative Support Officer within the level of responsibilities and scope of the post as may be required

Person specification

Experience

• GCSE Grade C or equivalent in English
• Typing or Keyboard qualification equivalent to RSA I or similar
• At least 1 year office experience including reception duties
• Experience of working with Microsoft Office applications
• Good communication - verbal and in writing
• Ability to listen and take accurate messages
• Ability to work calmly under pressure

• Switchboard experience
• RSA II or equivalent qualification in typing or word processing

The East Midlands has a lot to offer:

Excellent Location

Making a Difference

Action Packed Roles

Support and Belonging

Note on Covid-19 Vaccination status:

It is a clear professional responsibility of all health care staff to be vaccinated. EMAS NHS Trust therefore encourages and supports all employees to be vaccinated as it remains the best line of defence against COVID 19.

If you haven’t heard back from us within eight weeks of the closing date please consider your application unsuccessful.

Due to the high volume of applications received we are unable to provide updates on the progress of applications and only successful candidates at shortlisting stage will be contacted, regrettably feedback will not be provided. If you are unsuccessful at this stage please refer back to the job description, person specification and advertised requirements for ways to improve your future applications.

Internal candidates applying for vacancies must have completed their probationary period (stated within your contract) at point of application.

East Midlands Ambulance Service NHS Trust is an equal opportunities and Disability Confident employer, committed to ensuring equality of opportunity. We actively encourage interest from across our diverse communities. Black and Minority Ethnic staff are currently under-represented within our workforce, and we welcome applications from within these communities.

If it works for our service, we will do our best to make it work for you.

We believe that it’s our people who make EMAS what it is.

Our Vision - Responding to patient needs in the right way, developing our organisation to become outstanding for patients and staff, and collaborating to improve wider healthcare.

Please note we reserve the right to withdraw this vacancy if an internal member of staff on our redeployment register expresses an interest and is successful for this vacancy, or if a sufficient number of applications is received.

Please be aware if you are applying for a Frontline role, an Enhanced DBS clearance check will be required, and depending on the nature of other non-patient facing roles this check may also be required if offered a position with EMAS (All spent and unspent convictions must declared).

If you are not part of the update service, you will be liable for the payment and this will be deducted from your first months’ salary. The current cost of an enhanced DBS check is £55.38.