Job summary
We have an exciting opportunity for a friendly, efficient and highly organised Receptionist / Administrative Assistant to join our team at Woodbridge Clinic supporting the Child & Family Psychology Service. The Child & Family Psychology Service (CFPS) is a dynamic and supportive team made up of Clinical Psychologists, psychological therapists, and administrative staff. We are committed to providing high-quality psychological services to children with complex neurodevelopmental, neuromuscular, or genetic conditions and their families across East & West Suffolk.
As the first point of contact for children, families, and professionals visiting the clinic, you will play a vital role in creating a welcoming and professional environment. You will manage the reception area and provide a wide range of administrative support to ensure the smooth running of the service.
Main duties of the job
Greet and signpost children, families, and visitors attending clinic appointments.
Answer telephone calls and direct queries appropriately.
Manage incoming and outgoing mail.
Book appointments and send appointment letters.
Input data accurately into electronic systems.
Produce documents and correspondence as required.
Manage room and workshop bookings.
Liaise with other departments and external agencies.
We are looking for someone who:
Has excellent communication skills, both written and verbal.
Demonstrates strong IT skills and confidence using Microsoft Office and electronic systems.
Is a team player with a flexible and proactive approach.
Has good attention to detail and can manage multiple tasks efficiently.
Is friendly, approachable, and professional in all interactions.
You will be supported with appropriate training and opportunities for personal development as part of your role.
If you have the necessary skills, experience, and qualities to thrive in this role, we would love to hear from you. For an informal discussion or to arrange a visit, please contact Jayne Carrigan, CFPS Admin Manager, on 01394 389200
About us
#BeKnown at West Suffolk NHS Foundation Trust. By us. By our patients. By our community
We are a busy, friendly, rural NHS Trust providing high-quality care and compassion to more than a quarter of a million people across west Suffolk. We care for, treat and support people in hospital, at home and in various community settings.
The West Suffolk Hospital in Bury St Edmunds provides acute and secondary care services (emergency department, maternity and neonatal services, day surgery unit, eye treatment centre, Macmillan unit and children's ward). It has 500+ beds and is a partner teaching hospital of the University of Cambridge.
Adult and paediatric community services, provided in collaboration with West Suffolk Alliance partners, include a range of nursing, therapy, specialist, and ongoing temporary care and rehabilitation, some at our Newmarket Community Hospital.
We do our utmost to achieve outstanding clinical outcomes for patients and our values of fairness, inclusivity, respect, safety and team work guide how we work and behave as a team.
With nearly 5,000 staff, from all over the world, we strive to make our organisation a great place to work. Whatever your role or ambition, we want to help you be the best you can be.
We promote a diverse and inclusive community where everyones voice counts and you can #BeKnown for whoever you are.
Join us. What will you #BeKnown for?
Job description
Job responsibilities
Please see full details of job description attached.
STAFF CAR PARKING
Staff Car Parking on the West Suffolk Hospital Site is eligible for individuals working outside of the core hours, 07:00 18:30.
For individuals working within the core hours, the Trust offers parking off site at the Bury St Edmunds Rugby Club, which is serviced by a regular shuttle bus to and from the Hospital. Details of the bus timetable can be found in the on-line starter pack on the West Suffolk Hospital website.
This parking restriction does not apply if an individual is required to work on a weekend or if they are required to complete on call duties within their role.
The closing date for this vacancy may change if we receive a strong response. Please ensure that you apply for any post you are interested in as soon as possible.
Job description
Job responsibilities
Please see full details of job description attached.
STAFF CAR PARKING
Staff Car Parking on the West Suffolk Hospital Site is eligible for individuals working outside of the core hours, 07:00 18:30.
For individuals working within the core hours, the Trust offers parking off site at the Bury St Edmunds Rugby Club, which is serviced by a regular shuttle bus to and from the Hospital. Details of the bus timetable can be found in the on-line starter pack on the West Suffolk Hospital website.
This parking restriction does not apply if an individual is required to work on a weekend or if they are required to complete on call duties within their role.
The closing date for this vacancy may change if we receive a strong response. Please ensure that you apply for any post you are interested in as soon as possible.
Person Specification
Educations & Qualifications
Essential
- Educated to GCSE Maths and English Grade C/4 standard or equivalent qualifications/experience.
- RSA/OCR II Typing/Word Processing or NVQ 3, or equivalent qualification/extensive experience in business and administration or demonstrable proficiency to that level
Experience and Knowledge
Essential
- Experience and knowledge of using a variety of software programmes including Microsoft Outlook, Word, Excel, and PowerPoint.
- Relevant experience within a secretarial, receptionist or administrative role.
- Proven ability to work unsupervised and using own initiative.
- Ability to work as a good team member within procedural guidelines.
- Experience of working under pressure and to tight deadlines.
- Flexible approach to working practices.
Desirable
- Understanding of the meaning confidentiality and the Data Protection Act and its application in the role.
- Experienced in the use of SystmOne Database.
- Previous experience in an NHS setting.
- Knowledge and/or experience of working in children's services.
- Handling clinical/medical records.
Skills & Abilities
Essential
- Excellent communication skills and telephone manner.
- Excellent communication and interpersonal skills with the ability to remain tolerant, receptive, and responsive to people accessing the service.
- Ability to organise and prioritise own workload and use initiative to respond to competing demands and anticipate deadlines.
- Works well under pressure
Desirable
- Ability to cope with a sometimes pressured and changing environment.
- Ability to prioritise and work to deadlines.
- Ability to work as part of a team as well as working independently.
Personal Qualities
Essential
- Shares the Trust's Beliefs and models this in their attitude and behaviour:
- Ensures that the organisational values are demonstrated by self and others every day and that any matters of concern are addressed in a timely way directly; or raised with the Admin Manager or Service Lead.
- Willingness to work flexibly to meet service needs.
- Willingness to undertake further training as required.
Person Specification
Educations & Qualifications
Essential
- Educated to GCSE Maths and English Grade C/4 standard or equivalent qualifications/experience.
- RSA/OCR II Typing/Word Processing or NVQ 3, or equivalent qualification/extensive experience in business and administration or demonstrable proficiency to that level
Experience and Knowledge
Essential
- Experience and knowledge of using a variety of software programmes including Microsoft Outlook, Word, Excel, and PowerPoint.
- Relevant experience within a secretarial, receptionist or administrative role.
- Proven ability to work unsupervised and using own initiative.
- Ability to work as a good team member within procedural guidelines.
- Experience of working under pressure and to tight deadlines.
- Flexible approach to working practices.
Desirable
- Understanding of the meaning confidentiality and the Data Protection Act and its application in the role.
- Experienced in the use of SystmOne Database.
- Previous experience in an NHS setting.
- Knowledge and/or experience of working in children's services.
- Handling clinical/medical records.
Skills & Abilities
Essential
- Excellent communication skills and telephone manner.
- Excellent communication and interpersonal skills with the ability to remain tolerant, receptive, and responsive to people accessing the service.
- Ability to organise and prioritise own workload and use initiative to respond to competing demands and anticipate deadlines.
- Works well under pressure
Desirable
- Ability to cope with a sometimes pressured and changing environment.
- Ability to prioritise and work to deadlines.
- Ability to work as part of a team as well as working independently.
Personal Qualities
Essential
- Shares the Trust's Beliefs and models this in their attitude and behaviour:
- Ensures that the organisational values are demonstrated by self and others every day and that any matters of concern are addressed in a timely way directly; or raised with the Admin Manager or Service Lead.
- Willingness to work flexibly to meet service needs.
- Willingness to undertake further training as required.
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details
Employer name
West Suffolk NHS Foundation Trust
Address
Child & Family Psychology Service - Woodbridge Clinic
2 Pytches Road
Woodbridge
IP12 1EP
Employer's website
https://www.wsh.nhs.uk (Opens in a new tab)
