Job summary
Band 2 Receptionist (3 days a week - 22.5 hours) Permanent
An exciting opportunity has arisen for a part-time receptionist to work within our CYP Community Learning Disability Service based at Dragon Square. This vacancy would suit someone who is enthusiastic, caring and compassionate with excellent communication and interpersonal skills. This is an essential role in the delivery of our services. We are looking for someone with good organizational and information management skills who can provide a friendly and efficient service to all those visiting and contacting the service. You will be working alongside our medical secretary and other administrative staff so support will be available. This is a permanent, part-time position, 3 days a week. The post is available from end January 2025.
You must be able to greet patients and be approachable and empathic to patient needs but also able to work under extreme pressures. The role is a demanding one with telephone calls to answer as well as demands of patients and other staff. The role requires a huge amount of computer working and filing. High standards as well as speed and accuracy are of huge emphasis.
To organise their workload in accordance with the demands of the service. To co-ordinate daily activities to ensure efficiency of service within the organisation. To ensure that confidentiality is maintained at all times. To cover other receptionists' duties when applicable, due to staff shortages/sickness/annual leave.
Main duties of the job
This vacancy is only open at this stage to internal employees of the following organisations within the Staffordshire and Stoke-on-Trent Integrated Care System:
- North Staffordshire Combined Healthcare NHS Trust- Midlands Partnership University NHS Foundation Trust- University Hospitals of North Midlands NHS Trust, inclusive of Black Country Procurement Group and North Midlands and Cheshire Pathology Service.- Staffordshire and Stoke-on-Trent Integrated Care Board
This role is not eligible for sponsorship.
To work primarily on Reception undertaking any telephonist duties under the general direction of the Team Lead, ensuring that a professional, efficient and cost effective service is provided to staff and the public at all times.
To support the Administration and Clerical function across the Service in order to provide seamless customer service to both internal and external customers. The role will work flexibly while holding a primary assignment of the Receptionist within the CYP Community Learning Disability team.
About us
As a Trust we remain bold and ambitious with plans for both service and system collaborative transformation over the coming years to improve the health and wellbeing of our local people through high quality care.
We pride ourselves onensuring our team has their wellbeing put first and as such provide a range of wellness opportunities including flexible working.
We are committed to the Greener NHS national ambition to becoming the world's first 'carbon net zero' national health system by 2045 (Greener NHS (england.nhs.uk). As part of this, sustainability is embedded in our strategy as one of our four key enablers. In order to deliver on this commitment, we recognise that we need a workforce that is as passionate as we are about achieving these goals, for the benefit of our service users, workforce, local communities and the planet alike. For 2024/2025, we have launched our "Proud to be Green" engagement campaign which is aligned to the targets set out in our Green Plan. As a Trust, you can be assured that we will commit to supporting you in working towards our net zero ambitions, set out in our Green Plan, through our sustainability programme".
The Trust is committed to ensuring that a diverse workforce is representative and inclusive at all levels. We would very much welcome applications from all under-represented groups including women, people with disabilities, people from global majority backgrounds, and those from the lesbian, gay, bi and trans communities.
Job description
Job responsibilities
KEY DUTIES AND RESPONSIBILITIES:
To receive calls to the reception in a courteous and helpful manner, answering incoming calls and transferring callers appropriately and providing information as required.
Provide postal services for the Trust including signing and recording of mail. Sorting, franking of mail internally and externally. Including maintenance of the franking machine ensuring any faults are reported to appropriate department or personnel.
Providing and receiving routine information in particular, this will involve:
Responding to appropriate requests for information
Acting on correspondence responding to, or referring to the appropriate person
Providing routine advice on areas of knowledge/expertise, in a manner relevant to the audience and topic area (i.e. patients, carers, complexity)
Liaison with partner services and organisations
Preparation/completion of routine documents, including letters, reports, presentations and forms e.g. photocopying, filing, reconciliation of information, appointment letters
Communicating accurately in a timely manner
The role will require capacity to make decisions, which may require analysis or consideration of a range of options, such as:
Judgements on how to deal with enquiries, patients/carers/external contacts
Prioritising work, resolving conflicting diary appointments and schedules
Responsible for data entry, text processing or storage of data compiled by others, utilising paper or computer based data entry systems. Particular systems used in this role are detailed under Specialist/Technical requirements. This may include activities such as:
Maintaining information systems
It is probable that the role will require use of VDU equipment for a substantial proportion of time, and does require some keyboard skills and familiarity with Microsoft office.
Understanding of a range of routine work procedures some of which may fall outside of the immediate work area. To be guided by precedent and clearly defined occupational policies, protocols procedures and codes of conduct relevant to work area.
In return we offer;
A competitive progressive salary
We cover the cost of your DBS Check (£44)
Competitive staff benefits such as weekly offers and discounts
Individual Personal Development Plan and Career Progression
Excellent pension scheme available
27- 33 days annual leave, plus statutory bank holidays (pro rata)
Job description
Job responsibilities
KEY DUTIES AND RESPONSIBILITIES:
To receive calls to the reception in a courteous and helpful manner, answering incoming calls and transferring callers appropriately and providing information as required.
Provide postal services for the Trust including signing and recording of mail. Sorting, franking of mail internally and externally. Including maintenance of the franking machine ensuring any faults are reported to appropriate department or personnel.
Providing and receiving routine information in particular, this will involve:
Responding to appropriate requests for information
Acting on correspondence responding to, or referring to the appropriate person
Providing routine advice on areas of knowledge/expertise, in a manner relevant to the audience and topic area (i.e. patients, carers, complexity)
Liaison with partner services and organisations
Preparation/completion of routine documents, including letters, reports, presentations and forms e.g. photocopying, filing, reconciliation of information, appointment letters
Communicating accurately in a timely manner
The role will require capacity to make decisions, which may require analysis or consideration of a range of options, such as:
Judgements on how to deal with enquiries, patients/carers/external contacts
Prioritising work, resolving conflicting diary appointments and schedules
Responsible for data entry, text processing or storage of data compiled by others, utilising paper or computer based data entry systems. Particular systems used in this role are detailed under Specialist/Technical requirements. This may include activities such as:
Maintaining information systems
It is probable that the role will require use of VDU equipment for a substantial proportion of time, and does require some keyboard skills and familiarity with Microsoft office.
Understanding of a range of routine work procedures some of which may fall outside of the immediate work area. To be guided by precedent and clearly defined occupational policies, protocols procedures and codes of conduct relevant to work area.
In return we offer;
A competitive progressive salary
We cover the cost of your DBS Check (£44)
Competitive staff benefits such as weekly offers and discounts
Individual Personal Development Plan and Career Progression
Excellent pension scheme available
27- 33 days annual leave, plus statutory bank holidays (pro rata)
Person Specification
Qualifications
Essential
- minimum of NVQ 2/RSA 2 level qualification or equivalent
Experience
Essential
- Experience of a range of secretarial procedures, administration, customer service and software programmes
Knowledge
Essential
- Relevant previous experience specific to role Keyboard skills Organisational skills Ability to prioritise Good communication skills, both written and verbal and interpersonal skills Knowledge of MS Office, particularly Outlook, Word, Excel and PowerPoint Experience of managing information
Person Specification
Qualifications
Essential
- minimum of NVQ 2/RSA 2 level qualification or equivalent
Experience
Essential
- Experience of a range of secretarial procedures, administration, customer service and software programmes
Knowledge
Essential
- Relevant previous experience specific to role Keyboard skills Organisational skills Ability to prioritise Good communication skills, both written and verbal and interpersonal skills Knowledge of MS Office, particularly Outlook, Word, Excel and PowerPoint Experience of managing 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.
