Job summary
We are seeking an experienced Receptionist/admin for support to the Richmond Recovery Support Teams. The post is 5 days a week, 37.5 hrs, Monday-Friday, 9 am - 5 pm.
The post will cover the main reception and support for Richmond Adult Mental Health Services. This essential role provides being the first point of contact for patients, relatives/carers booking in at reception for their appointments, advising staff that clients have arrived, ordering and restocking information flyers, ensuring the waiting room remains clean and tidy and assisting the community administration teams. Admin tasks to include using computerised information systems (RiO), arranging outpatient clinic appointments, managing telephone calls and liaising with patients, relatives/carers and other professionals.
Main duties of the job
The post will be part of an administration team that exists to provide an important administrative and Outpatient service to mental health teams to ensure the smooth running of those services. This is to include using computerised information systems, collating statistics and returns as required by the Trust and Local Authority, word-processing, developing, maintaining filing systems and being the first point of contact for patients, relatives/carers and other professionals.
You will need to have previous secretarial/administrative experience with excellent verbal and written communication skills and proven organisational and prioritization skills. The role requires you to work under your own initiative amongst a team of administrators working across community teams. You will also be required to provide cross cover on reception and other teams when required. RIO experience would be advantageous.
About us
We are Proud to Belong at South West London and St George's Mental Health NHS Trust.
We have expert services, a rich history and a clear commitment to providing the best quality care for those with mental ill-health. The Care Quality Commission already rates our services as 'good' - we aspire to be 'outstanding'.
This is a great time to join us. We are transforming the way we care for our communities to support our mission of Making Life Better Together. We have built two brand new mental health facilities at Springfield University Hospital, which are amongst the best in the world. More developments are planned across our sites and services.
We are inclusive and diverse and strive to be actively anti racist. We want to attract people from all backgrounds and experiences to enrich the work we do together. We are proud to co-produce and involve our local communities in all that we do.
We offer flexible working, career development and a variety ofbenefits to enable a positive, welcoming environment in which our people and their careers can thrive.
Come and join our inclusive teams and help our patients on their recovery journey.
Job description
Job responsibilities
- To be responsible for ensuring the data on the required electronic patient care record or Local Authority systems, if required, is accurate and up to date.
- To ensure that all service users patients and visitors are received in a courteous and efficient manner.
- To facilitate effective communication within the team by providing team members with messages and information.
- To ensure that all telephone enquiries to the team are handled politely and sympathetically, ensuring that all messages are passed on to the appropriate person in a timely and accurate manner which may often involve dealing with difficult and distressed patients on the phone or in person.
- Room bookings or video conferencing were possible and as required.
- Ensure that administration related Trust KPIs are addressed through regular reports provided by the Team Manager.
- To liaise with the Administration Team Manager on matters relating to building maintenance issues and where appropriate co-ordinate all the support services provided to the team including domestic, catering, security, estates etc.
- To be responsible for the ordering and purchasing of stationery and office supplies for staff as well as monitor and ensure that adequate levels of stationery supplies are maintained and distributed accordingly liaising with the Procurement Team regarding any problems.
- To have the need for confidentiality of service users and professional information
- To take responsibility for ensuring the security, cleanliness and maintenance of premises and equipment, ensuring that any work required is carried out by the appropriate agency
- Photocopy/scan/email as requested by other members of the team
- To undertake any other duties commensurate with the general level of responsibility of the post.
- To implement Trust and team policies/procedures and propose changes to practices if necessary.
Job description
Job responsibilities
- To be responsible for ensuring the data on the required electronic patient care record or Local Authority systems, if required, is accurate and up to date.
- To ensure that all service users patients and visitors are received in a courteous and efficient manner.
- To facilitate effective communication within the team by providing team members with messages and information.
- To ensure that all telephone enquiries to the team are handled politely and sympathetically, ensuring that all messages are passed on to the appropriate person in a timely and accurate manner which may often involve dealing with difficult and distressed patients on the phone or in person.
- Room bookings or video conferencing were possible and as required.
- Ensure that administration related Trust KPIs are addressed through regular reports provided by the Team Manager.
- To liaise with the Administration Team Manager on matters relating to building maintenance issues and where appropriate co-ordinate all the support services provided to the team including domestic, catering, security, estates etc.
- To be responsible for the ordering and purchasing of stationery and office supplies for staff as well as monitor and ensure that adequate levels of stationery supplies are maintained and distributed accordingly liaising with the Procurement Team regarding any problems.
- To have the need for confidentiality of service users and professional information
- To take responsibility for ensuring the security, cleanliness and maintenance of premises and equipment, ensuring that any work required is carried out by the appropriate agency
- Photocopy/scan/email as requested by other members of the team
- To undertake any other duties commensurate with the general level of responsibility of the post.
- To implement Trust and team policies/procedures and propose changes to practices if necessary.
Person Specification
Experience
Essential
- Experience of administrative & reception work
- Experience of working within a multi-disciplinary team
- Front line customer service experience
Desirable
- Experience of working in NHS setting or similar large organisation
- Experience of using computerised databases
- Experience of community working
Training and Qualifications
Essential
- ECDL or willingness to work towards achieving it
- NVQ Business Administration level 2 or willingness to work towards achieving it
- GCSE English or equivalent
- Evidence of continuing professional and personal development
Desirable
- Evidence of continuing education
Knowledge & Skills
Essential
- Knowledge and experience of using Microsoft packages including Outlook, Word, Excel and Powerpoint
- Ability to manage diverse workload whilst dealing with frequent interruptions
- Ability to meet deadlines and to calmly work under pressure
- Increased organisational skills and ability to prioritise
- Ability to work both independently and as part of a team
Desirable
- Knowledge of computerised patient databases
- Knowledge of mental health issues
- Intermediate Microsoft Excel skills
Person Specification
Experience
Essential
- Experience of administrative & reception work
- Experience of working within a multi-disciplinary team
- Front line customer service experience
Desirable
- Experience of working in NHS setting or similar large organisation
- Experience of using computerised databases
- Experience of community working
Training and Qualifications
Essential
- ECDL or willingness to work towards achieving it
- NVQ Business Administration level 2 or willingness to work towards achieving it
- GCSE English or equivalent
- Evidence of continuing professional and personal development
Desirable
- Evidence of continuing education
Knowledge & Skills
Essential
- Knowledge and experience of using Microsoft packages including Outlook, Word, Excel and Powerpoint
- Ability to manage diverse workload whilst dealing with frequent interruptions
- Ability to meet deadlines and to calmly work under pressure
- Increased organisational skills and ability to prioritise
- Ability to work both independently and as part of a team
Desirable
- Knowledge of computerised patient databases
- Knowledge of mental health issues
- Intermediate Microsoft Excel skills
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).
