Job summary
To undertake reception and routine administration duties in support of clinical and non-clinical activity, ensuring a professional and efficient reception service is provided for all visitors including service users, carers, contractors, external and internal stakeholders, along with site colleagues and teams.
Our success is built on individual's performance, not only what you deliver, but the way you deliver it.
An understanding of the professional conduct commensurate with your role, ensuring we minimise risk and ensure we adhere to our priority - patient care.
Maintain an awareness of IT and information security related issues and ensure compliance with LPFT IT Security Policy and procedure within the area of responsibility.
Participate in performance review, supervision and undertake mandatory training and personal development as required of the post including competency development
We are not able to offer sponsorship for this role. Please provide details of the visa type and expiry date in your application. Failure to provide the required information will result in your application being rejected.
Main duties of the job
To provide a welcoming and professional reception to the service and to ensure both telephone and personal/physical enquiries are dealt with in a prompt, polite, calm, confidential and efficient manner.
To provide administration duties including taking or relaying accurate messages, dealing with incoming and outgoing post, photocopying, room bookings and assisting with the effective dissemination of information as appropriate.
Communicate sensitively with any individual attending site, maintaining strict standards of confidentiality and professionalism.
To respond to queries and incoming calls on a daily basis, which may be non-routine and can sometimes involve information of emotional and distressing circumstances, ensuring prompt attention in a professional and sensitive manner, assessing situations and seeking further information/support where required.
To ensure patient and staff confidentiality is maintained at all times adhering to Trust and national policy regarding same.
To manage workload under supervision, seeking advice when required, performing routine administrative tasks to support site teams when requested, to the acceptable standard of quality and accuracy.
To have a thorough working knowledge of electronic systems including email, SHARON, Clinical systems and Datix and to update these systems in a timely and accurate manner and in accordance with Trust policy
About us
Lincolnshire Partnership NHS Foundation Trust provides mental health services and a number of learning disability, autism and social care services in the county of Lincolnshire. Employing around 2,900 staff, and serving a population of over 768,400, our people lie at the heart of everything we do.
You could be part of a Trust rated by staff as one of the best mental health and learning disability trusts in England. We firmly believe the key to high quality care is a contented workforce. This is reflected in our Care Quality Commission rating of 'outstanding' for well-led and 'good' overall. In the most recent National NHS Staff Survey, our staff rated us as the number one trust nationally for staff morale and one of the top scoring NHS Trusts in the Midlands for being compassionate and inclusive. We're really proud of this!
We offer options for flexible working and provide a wide range of training and promotion opportunities in all professions. We support and celebrate diversity, have active staff networks groups and are always looking at what more we can do to support our staff.
Whether you're taking the first exciting steps in your career, itching for a new challenge or searching for a better place to raise a family, Lincolnshire has arange of rewarding health and social care careers in a county that's friendly, fascinating, affordable and brimming with everything you need to live a happy life.Visitbeinlincolnshire.comto find out more.
Job description
Job responsibilities
Gathering appropriate information from a variety of sources to input accurately onto a database.
Production of basic reports including graphs and tables as directed.
Communicating sensitively with anyone coming into the department maintaining strict standards of confidentiality
General administration duties including: answering phone, taking messages, dealing with enquiries, dealing with mail, photocopying, and assisting with the effective dissemination of information as appropriate.
Typing and producing letters, reports, faxes and e-mails to an accepted standard of quality and accuracy as required.
Responsible for making room bookings and maintaining room booking diary.
Assist in scheduling of appointments and diary management as appropriate using Microsoft calendar.
Assist in the stock control and electronic ordering of all office equipment and stationery; and the subsequent electronic receipting of all received supplies.
Assist in the proper functioning, maintenance and fault reporting of central equipment used by the Team, e.g. photocopiers, fax machines, printers, computers etc.
Record all data using the appropriate information system or manually where this is required including data entry, word processing, scanning of documents for e-noting and storage.
Comply with and carry out safe practice in accordance with Trust policies and procedures, appropriate Codes of Conduct, the Mental Health Act (1983) and other relevant national and local guidance.
Responsible for safe keeping patients money (if appropriate for role) and handling of petty cash, ensuring accurate receipts are kept.
Filing, including use of Share Point system for storing, retrieving and filing information.
Assisting colleagues in the setting up of LIVE meeting to conduct remote meetings throughout the Organisation (where appropriate).
Supporting the Trusts vision to become paperless and encourage Manager to do the same.
Job description
Job responsibilities
Gathering appropriate information from a variety of sources to input accurately onto a database.
Production of basic reports including graphs and tables as directed.
Communicating sensitively with anyone coming into the department maintaining strict standards of confidentiality
General administration duties including: answering phone, taking messages, dealing with enquiries, dealing with mail, photocopying, and assisting with the effective dissemination of information as appropriate.
Typing and producing letters, reports, faxes and e-mails to an accepted standard of quality and accuracy as required.
Responsible for making room bookings and maintaining room booking diary.
Assist in scheduling of appointments and diary management as appropriate using Microsoft calendar.
Assist in the stock control and electronic ordering of all office equipment and stationery; and the subsequent electronic receipting of all received supplies.
Assist in the proper functioning, maintenance and fault reporting of central equipment used by the Team, e.g. photocopiers, fax machines, printers, computers etc.
Record all data using the appropriate information system or manually where this is required including data entry, word processing, scanning of documents for e-noting and storage.
Comply with and carry out safe practice in accordance with Trust policies and procedures, appropriate Codes of Conduct, the Mental Health Act (1983) and other relevant national and local guidance.
Responsible for safe keeping patients money (if appropriate for role) and handling of petty cash, ensuring accurate receipts are kept.
Filing, including use of Share Point system for storing, retrieving and filing information.
Assisting colleagues in the setting up of LIVE meeting to conduct remote meetings throughout the Organisation (where appropriate).
Supporting the Trusts vision to become paperless and encourage Manager to do the same.
Person Specification
Qualifications
Essential
- GCSE in English, grades A-C or 9-4 or level 2 Literacy or equivalent;
- ECDL or equivalent including basic knowledge of all MS Office packages - including Microsoft Office calendar for diary management
- NVQ level 2 Business and Administration or equivalent
- I typing/word processing or equivalent;
Skills
Essential
- Understands Code of Conduct in relation to Data Protection and Information Governance
- Organise and plan straightforward activities relating to own workload on a day to day basis, some on going, adjusting own workload in response to prevailing circumstances.
- Managing own activity within sphere of responsibility. Ability to accurately input confidential data onto a database
Experience
Essential
- Has worked in a busy office environment
Desirable
- Knowledge of Trust database systems
Person Specification
Qualifications
Essential
- GCSE in English, grades A-C or 9-4 or level 2 Literacy or equivalent;
- ECDL or equivalent including basic knowledge of all MS Office packages - including Microsoft Office calendar for diary management
- NVQ level 2 Business and Administration or equivalent
- I typing/word processing or equivalent;
Skills
Essential
- Understands Code of Conduct in relation to Data Protection and Information Governance
- Organise and plan straightforward activities relating to own workload on a day to day basis, some on going, adjusting own workload in response to prevailing circumstances.
- Managing own activity within sphere of responsibility. Ability to accurately input confidential data onto a database
Experience
Essential
- Has worked in a busy office environment
Desirable
- Knowledge of Trust database systems
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.
