Receptionist/Administrative Assistant

Job overview

An exciting opportunity has arisen for a part time Receptionist/Administrative Assistant to work within the Community Mental Health Team covering Kettering/Corby.

We are seeking an individual who is enthusiastic, compassionate, flexible and creative in their approach and can work alongside clinical staff and the wider multi-disciplinary team to provide quality and effective administrative support.

Main duties of the job

You will be the first point of contact for people accessing the community mental health teams either via phone or on their arrival for an appointment.

You will have knowledge and understanding of Microsoft packages. You will demonstrate an enthusiasm for professional development and will be motivated to further your understanding and skills through various training opportunities.

You will be part of a dynamic and supportive team, benefiting from a comprehensive supervision and appraisal system, with a commitment to staff development.

Working for our organisation

NHFT welcomes applications from people, regardless of age, disability, gender, gender reassignment, race, religion or belief, sexual orientation, marital or civil partnership status or pregnancy or maternity status.

We would encourage applications from groups who are currently underrepresented in the organisation. In particular, applications from disabled people (with both visible and non-visible disabilities), people from black and minority ethnic communities and lesbian, gay, bisexual or transgendered (LGBT) people.

• To act as the first point of contact for anyone accessing the Community Mental Health Team on reception and support the administrative function enabling effective and efficient services to be delivered to patients and families.
• To provide a quality and professional ‘front of house’ reception service to patients, family and staff attending the department.
• To work in a collaborative manner with all teams within the Community Mental Health Team and other health care staff/agencies as appropriate.
• To collect and disseminate the post.
• To understand and maintain a high standard of confidentiality, adhering to the Trust Data Protection Policy.
• To apply a flexible approach to the job, meeting the changing needs of the Directorate and Trust.
• Ensure messages are taken clearly and concisely and passed to the relevant member of staff in a timely manner.
• Answer telephone enquiries in an appropriate manner reporting information to patients, nursing staff and other members of the multi-disciplinary team.
• Maintain good written and verbal communication between all departments and outside agencies.
• Use computerised patient management system to access patient details and to update information
• Sign for deliveries and ensure they are directed the relevant team.
• Photocopy and scan documents/notes as required.
• Contribute to developing a welcoming atmosphere within the department making users of the department feel comfortable and at ease.
• Deal appropriately with distressed patients and/or relative with support from more senior staff
• Assist with basic administrative duties i.e. providing cover to the wider administrative team during periods of annual leave.
• Ensure up to date personal awareness and knowledge of Trust wide issues and directives, applying knowledge in the workplace, including attending appropriate directorate briefings and meetings.
• Organise workloads in conjunction with other member of staff, reporting any problems as necessary.
• Undertake training and professional development as identified in an annual performance review.
• To be fully aware of the implications of the Health and Safety at the Work Act and the Trust’s associated policies.
• To take appropriate action within clear guidelines to solve any problems and drawing these to the attention of your line manager.
• Such other duties appropriate to the grade and the needs to the department, as agreed between the post holder and the line manager from time to time.
• In light of the changing needs within the Directorate, this job description could be subject to change in the future.

For further information on the advertised role, please refer to the job description located under the Supporting Documents heading. The full person specification can be accessed under the ‘About You’ Section of the document.

Person specification

Written and verbal

• Experience of working within a patient facing admin/reception role
• Excellent communication skills

• Some experience of working with those experiencing mental health difficulties
• Experience of working within a multi disciplinary team

Application form and verbal

• Telephone and computer skills
• Ability to work within a team
• Organisational skills

• Experience within the care sector

Flexibility

• Flexible approach to the changing daily needs of the service
• Ability to respond to potentially challenging situations and difficult conversations
• Ability to seek supervision and support from senior members of the team

• Experience of managing and responding to complaints
• Awareness of how policy and procedures inform our daily work in health care setting

Important Information

Including factual reference, occupational health clearance and statutory and mandatory training records

Correspondence regarding your application will be sent to you via a TRAC system account.

Please submit your application as soon as possible; due to the high volumes of applications we receive we reserve the right to close any adverts before the closing date once we have received sufficient applications.

We are an equal opportunities employer, which aims to employ a workforce that reflects the diverse communities we serve. We welcome applications from all suitably qualified persons from all backgrounds.

Please have a conversation with the recruiting manager about the flexibility you need and we will promise to explore what is possible with you.

Applicants who have a disability and meet the essential criteria for the job will be considered under the Guaranteed Interview Scheme. If you require a reasonable adjustment at any stage of the recruitment process please make the recruitment services team aware as soon as possible.

For further information please visit: DBS Update Service: applicant guide - GOV.UK (www.gov.uk)

Please note if a DBS is applicable for the position then a charge will be deducted from your first salary or upfront cost if a staff bank position.

Please note that all new starters to the trust are subject to a probationary period.