Job summary
To be the first point of contact within a busy environment and welcome all in a professional and friendly manner. The postholder is responsible for a range of reception and administrative duties and functions within the wider team and ensures that they are carried out efficiently, effectively and up to a high standard.
To work alongside and to cover, when appropriate, other reception staff at Trust Headquarters.
Main duties of the job
To receive all incoming calls and all visitors to the Trust Headquarters and deal with appropriately in a courteous and helpful manner.
To be aware of the teams daily movements, where to contact them and to call them when required and appropriate.
To assist in providing a flexible administrative service and to undertake several office duties at the request of the line manager.
To co-ordinate and oversee Trust Headquarters' room bookings and report any problems to the line manager
To deal with a range of queries from the public and other agencies in a polite and helpful manner, whilst working in reception also by telephone and face to face encounters, seeking advise and guidance from admin team members as appropriate.
Ensure all messages are correctly recorded and promptly passed to relevant team members/other personnel.
When appropriate, and with agreement with the line manager, be responsible for ad hoc and one off secretarial/admin duties for practitioners/directors/managers within Trust Headquarters
To maintain office filing systems and ensure information relating to users of the service is accessible to relevant staff maintaining confidentiality at all times.
About us
Our mission is to make a positive difference to people's lives by improving the quality of life for all we serve. Our values are: We Care, We Respect, We are Inclusive - so we are looking for people who live and breathe these qualities when supporting service users and carers, and in their relationships with colleagues in the Trust and our partner organisations
Job description
Job responsibilities
When required, book couriers and ensure mail is franked and sent out in a timely manner.
To receive regular one to one and team supervision from the line manager
As a Reception member to work flexibly in order that essential priority tasks are covered and dealt with.
To use information technology for a range of purposes.
To report to the line manager any issues that are of concern relating to health and safety of the building.
To have excellent verbal, written and communication skills
To induct new staff to reception administration systems
To have the ability to remain calm and sensitive in difficult and stressful situations.
When required be a point of contact for taxi drivers/managers and responsible ad hoc bookings for staff/service users.
Ensure all security guidelines are followed when receiving visitors, deliveries and maintenance personnel.
Undertake annual Performance Review and Personal Development Planning.
Adopt and implement agreed service developments in line with the Directorate and Trust objectives
Responsible for own personal development
Please for further information kindly refer to the job description and person specification attached to this vacancy.
Job description
Job responsibilities
When required, book couriers and ensure mail is franked and sent out in a timely manner.
To receive regular one to one and team supervision from the line manager
As a Reception member to work flexibly in order that essential priority tasks are covered and dealt with.
To use information technology for a range of purposes.
To report to the line manager any issues that are of concern relating to health and safety of the building.
To have excellent verbal, written and communication skills
To induct new staff to reception administration systems
To have the ability to remain calm and sensitive in difficult and stressful situations.
When required be a point of contact for taxi drivers/managers and responsible ad hoc bookings for staff/service users.
Ensure all security guidelines are followed when receiving visitors, deliveries and maintenance personnel.
Undertake annual Performance Review and Personal Development Planning.
Adopt and implement agreed service developments in line with the Directorate and Trust objectives
Responsible for own personal development
Please for further information kindly refer to the job description and person specification attached to this vacancy.
Person Specification
Education/ Qualification/ Training
Essential
- English GCSE or equivalent
Skills/Abilities
Essential
- Computer Literacy
- Familiarity with operating busy switchboard systems
Experience
Essential
- Previous experience of working within an administrative team/function.
- Reception skills
- Basic Office Experience and protocols
Desirable
- Experience of working in a mental health organisational environment
- Working in a Multidisciplinary Health Team
Knowledge/ Understanding
Essential
- I.T/Administration
- Equal Opportunities.
- Security guidelines and procedures
- Confidentiality
Desirable
- An understanding of office procedures.
- Post handling
Other
Essential
- Professional Accountability.
- Flexibility
- Ability to communicate effectively, both written and oral
- Polite and Friendly
Person Specification
Education/ Qualification/ Training
Essential
- English GCSE or equivalent
Skills/Abilities
Essential
- Computer Literacy
- Familiarity with operating busy switchboard systems
Experience
Essential
- Previous experience of working within an administrative team/function.
- Reception skills
- Basic Office Experience and protocols
Desirable
- Experience of working in a mental health organisational environment
- Working in a Multidisciplinary Health Team
Knowledge/ Understanding
Essential
- I.T/Administration
- Equal Opportunities.
- Security guidelines and procedures
- Confidentiality
Desirable
- An understanding of office procedures.
- Post handling
Other
Essential
- Professional Accountability.
- Flexibility
- Ability to communicate effectively, both written and oral
- Polite and Friendly
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).
