Job summary
To work as part of the administration team providing comprehensive administration/reception services including phone duties, data input, scanning, manage and receive telephone calls and messages, always ensuring effective communication and courtesy, supporting the multi professional team members with administrative tasks and generally assisting in the coordination of the smooth running of the reception. The post holder will act an ambassador for the service and will be the first point of contact and requires a great deal of flexibility.
To provide administration and reception specific duties and to support and give assistance to other departments as required due to service needs at the direction of the Administration Team Leader/Senior Administrator Matron or Senior Sister
Main duties of the job
UTC/MIU/Main reception/Outpatients/Wards.
To receive telephone calls and messages sensitively always ensuring effective communication and courtesy.
To have the ability to defuse challenging situations in a calm manner.
To liaise effectively with other departments.
To deal with the possibility of having sight of personal medical information regarding friends or relatives, maintaining confidentiality, and delegating this task if necessary.
To deal with telephone enquiries from members of the public, GPs, and staff members from Acute Trusts/Agencies and re-direct as necessary.
To cover switchboard for the hospital out of hours.
To report incidents to Senior Sister/Admin Team Leader and assist in completion of incident forms, inputting onto computerised system and taking subsequent actions as requiredParticipate in team and Trust meetings as requested.
About us
At Somerset NHS Foundation Trust, we're committed to supporting our employees with a range of benefits designed to enhance your professional and personal life. We offer:
- Flexible working options to help you balance work and life
- NHS pension scheme for long-term financial security
- Generous annual leave allowance to recharge and relax
- A strong focus on career development to help you grow and achieve your potential
Additionally, you'll gain access to our Blue Light Card, unlocking exclusive discounts on shopping, dining, and leisure activities, as well as NHS-specific perks to support you both inside and outside of work.
We are proud to foster a diverse, skilled, and inclusive workforce, and we encourage applications from all backgrounds.
Why Somerset? Somerset offers the perfect blend of idyllic countryside, outstanding areas of natural beauty, and breathtaking coastlines, with vibrant cities like Bristol, Bath, and Exeter just a short drive away - and only two hours to London.
The region is home to excellent educational facilities, and with affordable housing compared to other parts of the country, it's a great place to build both your career and your future.
Somerset truly has it all - the peaceful countryside and cosmopolitan city life, with something for everyone to enjoy.
Job description
Job responsibilities
Please see attached Job Description & Person Specification for further details of duties and responsibilities.
Job description
Job responsibilities
Please see attached Job Description & Person Specification for further details of duties and responsibilities.
Person Specification
Qualifications
Essential
- Business & Administration/Customer Service Level 2 qualification or equivalent experience in working in administration or prepared to undertake within agree time scale.
- Evidence of administrative knowledge and skills equivalent to level of qualification.
- Good general standard of education to GCSE level 4 or equivalent.
- Excellent IT skills, i.e. Microsoft Word, Excel
Desirable
- Knowledge in all clinical computer systems used within the role.
Experience
Essential
- Previous administrative experience and working as part of a team.
- Previous experience of working face to face with the public in a busy environment, preferably frontline.
Desirable
- Health Care Sector administrative experience
Additional Criteria
Essential
- Flexibility to cover annual leave and sickness absence across departments to meet the needs of the service.
- Car driver with a valid driving license or have access to transport with appropriate business insurance in order to travel to other sites to meet the needs of the service.
- Smart appearance
- Confident but calm when under pressure
- Compassionate Open minded, treats colleagues, patients, carers and relatives with dignity and respect.
- Intuitive and caring nature.
- Flexible and adaptable to meet the needs of the patients.
- Sympathetic and considerate towards patients, carers and relatives.
- Act in a way that supports equality and diversity.
- Knowledge in all clinical computer systems used within the role.
- Knowledge of office administration systems, excel, Outlook, word.
- Excellent organisational skills
- Ability to recognise and manage challenging situations in a calm and professional manner.
- Ability to work under pressure.
- Ability to work as an effective team member as well as on own initiative.
- Excellent interpersonal skills and abilities to communicate at all levels.
- Excellent telephone manner.
- Accuracy and attention to detail.
- High standard of written communication skills with the ability to use e-mail and internet.
Person Specification
Qualifications
Essential
- Business & Administration/Customer Service Level 2 qualification or equivalent experience in working in administration or prepared to undertake within agree time scale.
- Evidence of administrative knowledge and skills equivalent to level of qualification.
- Good general standard of education to GCSE level 4 or equivalent.
- Excellent IT skills, i.e. Microsoft Word, Excel
Desirable
- Knowledge in all clinical computer systems used within the role.
Experience
Essential
- Previous administrative experience and working as part of a team.
- Previous experience of working face to face with the public in a busy environment, preferably frontline.
Desirable
- Health Care Sector administrative experience
Additional Criteria
Essential
- Flexibility to cover annual leave and sickness absence across departments to meet the needs of the service.
- Car driver with a valid driving license or have access to transport with appropriate business insurance in order to travel to other sites to meet the needs of the service.
- Smart appearance
- Confident but calm when under pressure
- Compassionate Open minded, treats colleagues, patients, carers and relatives with dignity and respect.
- Intuitive and caring nature.
- Flexible and adaptable to meet the needs of the patients.
- Sympathetic and considerate towards patients, carers and relatives.
- Act in a way that supports equality and diversity.
- Knowledge in all clinical computer systems used within the role.
- Knowledge of office administration systems, excel, Outlook, word.
- Excellent organisational skills
- Ability to recognise and manage challenging situations in a calm and professional manner.
- Ability to work under pressure.
- Ability to work as an effective team member as well as on own initiative.
- Excellent interpersonal skills and abilities to communicate at all levels.
- Excellent telephone manner.
- Accuracy and attention to detail.
- High standard of written communication skills with the ability to use e-mail and internet.
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.
