Job summary
This is your opportunity to join Support Services, working at Aspect House, as a band 2 receptionist, you will be the sole receptionist working at our head office site.
This is a 12-month fixed term, part time position working Monday Friday 08:30 12:30.
Each day is varied, the role requires you to prioritise, multitask and use your own initiative with matters that arise.
Main duties of the job
You should possess good reception, organisational, communication, IT and Admin skills.
Attention to detail and the ability to prioritise your own workload is essential. You must be confident in completing tasks using your own initiative without supervision, supporting wider building issues and have a good understanding of confidentiality and data protection.
About us
We are a
provider of NHS Community Health Services, CityCare exists to support the
health and wellbeing of all local people, working alongside other health and
care partners to achieve this. We are a value driven, people business with a
passion for excellence. Our vision and social purpose is to make a difference
everyday to the health & wellbeing of our communities and our values of
kindness, respect, trust and honesty lie at the heart of everything we do,
guiding how we work together with partners and each other to consistently
deliver high quality compassionate care. As a social enterprise we aim to add
social value by investing in the future of our local communities and helping to
make a difference in peoples lives.
CityCare value
the benefits of a diverse and inclusive workforce. We encourage applications
from candidates who identify as disabled, LGBT+ or from a Black, Asian or
Minority Ethnic (BAME) background, as they are currently under-represented
within our organisation.
We are proud to be a forces-friendly
organisation and are dedicated to supporting Veterans, Service Leavers, Reservists, and
military spouses/partners. We value the unique skills and contributions you
bring.
CityCare is an
equal opportunities employer. We are positive about employing people with
disabilities. If you require your application in a different format please
contact People Services on 0115 8839418. CityCare is committed to the
protection of vulnerable adults and children.
Job description
Job responsibilities
Job Purpose
- Provide a welcoming and friendly reception service at CityCare HQ, to visitors, contractors, staff and building users.
- A focal point for general enquiries.
- A comprehensive administrative and clerical service to support the running of the suite.
Dimensions
- To requisition supplies and stationery for the department.
- To ensure awareness of systems and processes and keep up to date with any changes.
- To actively participate in Nottingham CityCare Partnerships mandatory training and team specific training.
Key Responsibilities
- To provide a welcoming and professional reception service to visitors, contractors, staff and building users.
- To administer the car park entry and door access control systems.
- Process door entry access cards, update associated spreadsheet, update with staff leavers.
- To co-ordinate and update electronic room bookings.
- Receive delivers/parcels and record accordingly, notifying staff of the delivery.
- To be responsible for answering and fielding telephone calls appropriately.
- Report and log any building faults and follow these up with the FM company or site manager.
- Arrange and carry out fire tours for new starters.
- Act as Fire Warden and carrying out emergency roll call.
- Prepare weekly staff and visitor sign in sheets.
- Franking outgoing mail, including signed for mail. Run month end postage figures and update spreadsheet.
- Take franked mail to post box outside of building
- Order office stationery, and items for the cleaning team.
- Ensure adequate stock of printer cartridges and order toner recycling box.
- Log weekly van mileage on spreadsheet.
- Issue I.T equipment as necessary.
- To ensure Health & Safety Procedures are followed and incident forms are completed accordingly.
- To be aware of the importance and sensitive nature of information and maintain strict confidentiality in all aspects of work in line with CityCare Policies and the Data Protection Act.
- To report any Safeguarding concerns to the relevant department.
- To work effectively as part of a team and to be flexible to meet the needs of the service and undertake any other clerical duties that maybe reasonably required.
Job description
Job responsibilities
Job Purpose
- Provide a welcoming and friendly reception service at CityCare HQ, to visitors, contractors, staff and building users.
- A focal point for general enquiries.
- A comprehensive administrative and clerical service to support the running of the suite.
Dimensions
- To requisition supplies and stationery for the department.
- To ensure awareness of systems and processes and keep up to date with any changes.
- To actively participate in Nottingham CityCare Partnerships mandatory training and team specific training.
Key Responsibilities
- To provide a welcoming and professional reception service to visitors, contractors, staff and building users.
- To administer the car park entry and door access control systems.
- Process door entry access cards, update associated spreadsheet, update with staff leavers.
- To co-ordinate and update electronic room bookings.
- Receive delivers/parcels and record accordingly, notifying staff of the delivery.
- To be responsible for answering and fielding telephone calls appropriately.
- Report and log any building faults and follow these up with the FM company or site manager.
- Arrange and carry out fire tours for new starters.
- Act as Fire Warden and carrying out emergency roll call.
- Prepare weekly staff and visitor sign in sheets.
- Franking outgoing mail, including signed for mail. Run month end postage figures and update spreadsheet.
- Take franked mail to post box outside of building
- Order office stationery, and items for the cleaning team.
- Ensure adequate stock of printer cartridges and order toner recycling box.
- Log weekly van mileage on spreadsheet.
- Issue I.T equipment as necessary.
- To ensure Health & Safety Procedures are followed and incident forms are completed accordingly.
- To be aware of the importance and sensitive nature of information and maintain strict confidentiality in all aspects of work in line with CityCare Policies and the Data Protection Act.
- To report any Safeguarding concerns to the relevant department.
- To work effectively as part of a team and to be flexible to meet the needs of the service and undertake any other clerical duties that maybe reasonably required.
Person Specification
Experience
Essential
- Evidence of good organisation skills.
- Demonstrate ability to complete general office procedures.
- Demonstrate ability to manage own workload.
- Demonstrate the ability to use own initiative.
- Demonstrate ability to keep accurate records.
Desirable
- Experience of reception work
- Experience of working within the NHS.
- Knowledge of franking machines.
Special Requirements
Essential
- Ability to be flexible over hours worked within contracted hours to meet the needs of the service
Knowledge and skills
Essential
- Evidence of understanding confidential and sensitive issues.
- Knowledge of Health, Safety & Security.
- Use of IT, Email, Internet and word processing.
- Evidence of successfully communicating with people at all levels.
- Able to work effectively as part of a team.
- Adaptable to change.
Desirable
- Knowledge of online incident reporting.
- Previous experience of fire warden evacuation.
- Contribute to the improvement of efficient reception duties.
Qualifications
Essential
- Good working knowledge of Microsoft Office to include Outlook/ Word /Excel/MS Teams
Desirable
- RSA ll/III or equivalent level of IT skills
- ECDL qualification
- NVQ in Business Administration
- Customer Service
Person Specification
Experience
Essential
- Evidence of good organisation skills.
- Demonstrate ability to complete general office procedures.
- Demonstrate ability to manage own workload.
- Demonstrate the ability to use own initiative.
- Demonstrate ability to keep accurate records.
Desirable
- Experience of reception work
- Experience of working within the NHS.
- Knowledge of franking machines.
Special Requirements
Essential
- Ability to be flexible over hours worked within contracted hours to meet the needs of the service
Knowledge and skills
Essential
- Evidence of understanding confidential and sensitive issues.
- Knowledge of Health, Safety & Security.
- Use of IT, Email, Internet and word processing.
- Evidence of successfully communicating with people at all levels.
- Able to work effectively as part of a team.
- Adaptable to change.
Desirable
- Knowledge of online incident reporting.
- Previous experience of fire warden evacuation.
- Contribute to the improvement of efficient reception duties.
Qualifications
Essential
- Good working knowledge of Microsoft Office to include Outlook/ Word /Excel/MS Teams
Desirable
- RSA ll/III or equivalent level of IT skills
- ECDL qualification
- NVQ in Business Administration
- Customer Service
