Admin Support - Receptionist

Praising NCH&C’s “compassionate, inclusive and effective leadership at all levels”, the CQC observed that our staff are well supported to make positive changes and innovations.

The trust offers a range of flexibility, including flexible working patterns, and we would encourage you to discuss this with the recruiting manager before or during the application process if this would interest you.

We welcome applications from people who share our values and can help us deliver outstanding care in our local community.

Job overview

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 North Walsham Hospital as our Admin Support - Receptionist on a 12 month fixed term contract.

This is a full time, Band 2, fixed term contract for 12 months. This role works 37.5 hours per week, working 08:00 - 16:00 from Monday - Friday, the base for this post is North Walsham Hospital.

Main duties of the job

The postholder will contribute to the smooth running of the reception at North Walsham Hospital, providing daily support and direction.

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.

You will need to be able to evidence a good solid background working in a busy office environment and will be required to work proactively. Experience of working in the NHS is preferential. Knowledge of SystmOne would be advantageous, but training will be provided for the successful candidate.

Working for our organisation

• 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
• Free on-site parking
• 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

Please note that applications are accepted by completion of our on-line application form. We cannot accept CV's.

Detailed job description and main responsibilities

1. To carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties which will include:

• Using a range of software programmes to produce, maintain and distribute documents, including reports, spread sheets, databases and presentations.
• Typing, audio typing.
• Photocopying, scanning, emailing, distributing and filing letters, reports and other correspondence promptly and efficiently, ensuring that all staff and patient records, files and filing lists are maintained and kept up to date.
• Collecting, opening, date stamping, sorting and distributing mail in a timely manner, relating it to previous correspondence as appropriate and ensuring that outgoing mail is sent in a timely manner.
• Researching appropriate websites, downloading and circulating documents as requested.
• Dealing appropriately with all telephone enquiries and face to face patient contact, which may on occasion be upsetting.

1. To maintain schedules and diaries, organise and service meetings and clinics, which may involve travel to and from other venues. This will include resolving appointment conflicts, issuing meeting invitations, distributing agendas and papers, note taking, making room bookings, arranging meeting room layout, equipment, hospitality and greeting visitors.
2. 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.
3. To be responsible for the efficient use of office equipment and supplies, requisitioning goods and services using EP2P Oracle and carrying out research on products or services, as required.
4. Inputting onto various databases and systems, e.g. SystmOne, Cloudbooking, EP2P Oracle and designated spread sheets, within the required timescales and deadlines
5. To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times.
6. In conjunction with colleagues, to ensure that petty cash and other monies are collected and accurately recorded and banked promptly to comply with procedures and financial standing orders.
7. Provide cover in other departments as required, during periods of absence, as directed by the Admin Team Leader. This may require travelling to other sites in Norfolk.
8. It is the post holder’s responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.

Person specification

Qualifications

• Maths and English GCSE (Grade C or above), or equivalent
• Good keyboard and IT skills

• NVQ Level 2 in Business Administration, or equivalent

Experience

• Proven administration experience in a busy office environment
• Proven experience of working as part of a team

• Knowledge of NHS ordering systems
• Knowledge of SystmOne
• Knowledge of NHS

Skills, Abilities and Knowledge

• Comprehensive working knowledge of Microsoft Office, especially Word, Excel and Outlook
• Good organisational and communications skills
• Typing skills
• Proven ability to work on own initiative, without direct supervision, prioritising and managing own workload
• Articulate, calm, polite and well-motivated with a positive attitude to customer care

• Planning skills
• Customer Care Skills

Personal Attributes / Behaviours (linked to the Trust’s Behaviour Framework)

• Enthusiastic and motivated
• Committed to providing the best possible service to patients
• Tact and diplomacy
• Team player

Other

• Flexible attitude and approach to work to meet patient/service needs
• Able to make own transport arrangements to meet the needs of the service
• Willingness to cover in other geographical locations

Communication

• Effective listening skills

All sites are Smoke Free.

If you are an applicant from outside the UK and do not already hold a self-gained right to work, we recommend you check the Home Office eligibility requirements before making an application.

Please note: Although we are a registered sponsor organisation, we are unable to offer sponsorship for some job roles, and this will be identified through filtering questions at the start of any job application on the Trac recruitment system.

Redeployment - Please note that in the first instance priority for this vacancy will be given to NCH&C staff who are on the Trusts Redeployment Register.

However if you are registered with the update service this may not be required.

Closing and Interview Dates -This vacancy may close early if sufficient applicants are received.

Data Protection - A privacy notice detailing how we will handle your data is attached to this advert as a document. Your application will be transferred to our recruitment management system (Trac) once the advert has closed and you will receive notification then detailing how Trac will handle your data.

Both have a strong track record, with the highest ratings from the Care Quality Commission, best in class NHS staff survey outcomes, and a decade of experience in innovation and clinical development.

The group model provides health and care services to a population of 3.2 million in their homes and neighbourhoods. We provide care that supports people from the very beginning to the very end of their lives.

We will remain two separate employers until further notice, and this role being advertised will be employed by Norfolk Community Health and Care NHS Trust.