Human Resources Receptionist

Portsmouth Hospitals University NHS Trust

This job is now closed

Job summary

This post is only open for applications for individuals employed within the Hampshire and Isle of Wight NHS Care System

Organisations within scope are as follows:

Hampshire and Isle of Wight IntegratedCare Board
Southern Health Foundation Trust
Portsmouth Hospitals University NHS Trust
University Hospital Southampton
Solent NHS Trust
South Central Ambulance Service
Isle of Wight NHS Trust
Hampshire Hospitals

Main duties of the job

Would you like to be the first point of contact for the Human Resources (HR) Department? Would you like a varied role where no two days are the same and to work in a fast-paced environment? If you have answered yes, then please apply!

The receptionist role is very important as you will give the first impression someone receives at our department, whether face to face, on the telephone, or over an email. You will need excellent communication skills to interact with a diverse range of people to ensure we provide the best customer service to internal and external stakeholders. The role will require someone who is friendly whilst professional and can work calmly in an organised, methodical manner.

You will receive full training in this role and will be fully supported with regular supervision and performance appraisal. Training and progression is encouraged to provide you with the skills to achieve the full potential in your career.

Here at HR Department we have our own HR Working Group and HR Social Planning Committee as every voice does matter and we want to make our department the best place to work. Our number one priority, alongside caring for our patients, is our staff.

About us

Our vision for Single Corporate ServicesIsle of Wight NHS Trust (IWT) and Portsmouth Hospitals University NHS Trust (PHU) have a shared vision of a single corporate service across our two organisations, supported by a single set of identical systems and processes, under joint leadership, to drive significant efficiencies, improve employee experience, and return time to patient care.

This vacancy is part of the Single Corporate Services Division.

Why are we changing the way we deliver Corporate Services?Working as a partnership, both IWT and PHU have a shared vision for excellence in care for our patients and communities; with a set of strategic aims underpinning how we will achieve this. The creation of a single corporate service is essential for us to support our clinical and operational services, and our wider transformation programme.

The single corporate service is delivered across both organisation. You may be based at either IWT or PHU and individuals may be required to undertake business travel between sites. For leaders managing staff across multi-site locations, you will need to be visible and provide in person leadership. The arrangements and frequency will be agreed locally.

Date posted

24 January 2025

Pay scheme

Agenda for change

Band

Band 2

Salary

£23,615 a year

Contract

Permanent

Working pattern

Full-time

Reference number

REF1206Z

Job locations

4000 Lakeside North Harbour, Western Rd

Cosham

PO6 3EZ

Job description

Job responsibilities

To provide a reliable, comprehensive reception service for the Human Resources (HR) department (and shared service at Lakeside) in person, on the telephone and via email.
To keep a log of all correspondence and queries that come into the HR department.
To receive, sort and distribute mail and deliveries for the HR department.
To organise and log maintenance issues.
Undertake photocopying, laminating and scanning support.
Ensure there are sufficient stationery supplies and ordering of stationery as required.
Scanning and filing on the electronic HR filing system and ensuring work is completed in a timely and accurate manner.
Provide admin support to the Office Manager and HR teams as required.
Undertake verification of identification and right to work documentation checks when appropriate.
Co-ordinate the Work Experience placement process.
Organise meetings for HR department, booking rooms and ensuring equipment is available.
Make travel arrangements for HR staff attending work events off-island.
Generate proof of employment letters using standard templates.
Print staff ID badges following policy and procedure.

Job description

Job responsibilities

To provide a reliable, comprehensive reception service for the Human Resources (HR) department (and shared service at Lakeside) in person, on the telephone and via email.
To keep a log of all correspondence and queries that come into the HR department.
To receive, sort and distribute mail and deliveries for the HR department.
To organise and log maintenance issues.
Undertake photocopying, laminating and scanning support.
Ensure there are sufficient stationery supplies and ordering of stationery as required.
Scanning and filing on the electronic HR filing system and ensuring work is completed in a timely and accurate manner.
Provide admin support to the Office Manager and HR teams as required.
Undertake verification of identification and right to work documentation checks when appropriate.
Co-ordinate the Work Experience placement process.
Organise meetings for HR department, booking rooms and ensuring equipment is available.
Make travel arrangements for HR staff attending work events off-island.
Generate proof of employment letters using standard templates.
Print staff ID badges following policy and procedure.

Person Specification

Qualifications

Essential

GCSEs (or equivalent) - English Language

Experience

Essential

Working in a customer services environment

Knowledge

Essential

IT skills (Microsoft Office)
Excellent verbal and written communication skills
Customer/personal awareness
Organisational skills
Ability to multi task and able to work accurately under pressure within timeframes

Person Specification

Qualifications

Essential

GCSEs (or equivalent) - English Language

Experience

Essential

Working in a customer services environment

Knowledge

Essential

IT skills (Microsoft Office)
Excellent verbal and written communication skills
Customer/personal awareness
Organisational skills
Ability to multi task and able to work accurately under pressure within timeframes

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.