Job summary
We are recruiting a Team Administrator/Receptionist with a desire to make a difference, to work hard and to further their knowledge, skill and experience in a supportive environment.
Your focus in this role will be to provide a comprehensive range of secretarial and administrative services to the Health in Mind team and receptionist duties at one of our community sites, Woodside in Hellingly.
Main duties of the job
Managing and booking client appointments for a team of clinicians
Managing, prioritising and keeping up to date with your own workload
Dealing with incoming and outgoing calls to clients and health professionals
Responding to incoming emails from clients and health professionals
Shared reception cover to incoming Health in Mind clients
About us
Health in Mind is a Talking Therapy service supporting people suffering from mild to moderate anxiety and depression living in East Sussex.
We can offer you one of the most flexible and accommodating working environments you will find. We also take care of our team members to support their own wellbeing and can offer flexible working hours; training opportunities and the opportunity to get involved in projects outside of your day-to-day roles.
Job description
Job responsibilities
The successful candidate will provide a full administrative service;
Administration
To ensure all administrative support systems are effective by: Process incoming paper and electronic referrals To provide an administrative support for your locality To provide a choose & book system for client appointments and update Practitioners calendars accordingly To organise interpreters for clients Preparing, printing and distributing standard forms, documents, letters, etc. as required Supply required data from your locality on a weekly basis Provide cover for the Health in Mind General Enquiry phone line Dealing sensitively with people, in person and on the telephone, taking accurate messages and providing follow up action as required, using appropriate initiative. Undertaking duties such as photocopying and filing when necessary To provide annual leave and sickness cover for other administrative staff To act as contact point for members of the team during office hours, responding appropriately in emergency situations by obtaining relevant information and liaising with organisations and persons involved. Work in line with Health in Mind policies and procedures To participate in Mandatory supervision and Appraisals To liaise with external agencies Provide minute taking for meetings
Health and Safety
To ensure Health and Safety standards are maintained and risk is mitigated to the lowest level possible by: Maintaining good housekeeping standards within own work area immediately reporting hazards and ensuring they are resolved in a timely manner Bringing to the attention of the relevant party any hazards identified outside of own work area.
Reception
To provide an efficient, courteous and responsive reception to internal and external customers by: Greeting and assisting visitors including Health in Mind Staff, Service Users, Contractors etc Directing customers to appropriate point of contact Ensuring that reception area is tidy and presentable
Job description
Job responsibilities
The successful candidate will provide a full administrative service;
Administration
To ensure all administrative support systems are effective by: Process incoming paper and electronic referrals To provide an administrative support for your locality To provide a choose & book system for client appointments and update Practitioners calendars accordingly To organise interpreters for clients Preparing, printing and distributing standard forms, documents, letters, etc. as required Supply required data from your locality on a weekly basis Provide cover for the Health in Mind General Enquiry phone line Dealing sensitively with people, in person and on the telephone, taking accurate messages and providing follow up action as required, using appropriate initiative. Undertaking duties such as photocopying and filing when necessary To provide annual leave and sickness cover for other administrative staff To act as contact point for members of the team during office hours, responding appropriately in emergency situations by obtaining relevant information and liaising with organisations and persons involved. Work in line with Health in Mind policies and procedures To participate in Mandatory supervision and Appraisals To liaise with external agencies Provide minute taking for meetings
Health and Safety
To ensure Health and Safety standards are maintained and risk is mitigated to the lowest level possible by: Maintaining good housekeeping standards within own work area immediately reporting hazards and ensuring they are resolved in a timely manner Bringing to the attention of the relevant party any hazards identified outside of own work area.
Reception
To provide an efficient, courteous and responsive reception to internal and external customers by: Greeting and assisting visitors including Health in Mind Staff, Service Users, Contractors etc Directing customers to appropriate point of contact Ensuring that reception area is tidy and presentable
Person Specification
Qualifications
Essential
- NVQ 3 or equivalent
- RSA 3 or equivalent experience and evidence of further practical experience or equivalent
- Good standard of secondary education; GCSE at Grade C or above or equivalent
Knowledge/Experience
Essential
- Proven experience of a range of secretarial procedures
- Experience of producing documents to a high standard of presentation with good accuracy
- Experience of maintaining office systems
- Experience of working as part of a team
Person Specification
Qualifications
Essential
- NVQ 3 or equivalent
- RSA 3 or equivalent experience and evidence of further practical experience or equivalent
- Good standard of secondary education; GCSE at Grade C or above or equivalent
Knowledge/Experience
Essential
- Proven experience of a range of secretarial procedures
- Experience of producing documents to a high standard of presentation with good accuracy
- Experience of maintaining office systems
- Experience of working as part of a team
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).
