Newham MHCOP Apprentice Receptionist

East London NHS Foundation Trust

This job is now closed

Job summary

An Apprenticeship is a programme of work-based learning in which the successful candidate will be working towards a Level 3 Business Administration Apprenticeship.

On an Apprenticeship, the post holder works towards their qualifications whilst learning a job role or a variety of roles within the department. They will be expected to work four days a week with one day used for training with East London Foundation Trust's Training Provider. The aim for the post holder is to acquire the skills, knowledge, experience and qualifications that are required for them to be able to meet the requirements of a substantive position after the completion of their apprenticeship.The Apprenticeship lasts for 18 months and after this, Apprentices are given the opportunity and support to apply for a substantive role within East London NHS Foundation Trust.

Main duties of the job

PRINCIPLE DUTIES AND RESPONSIBILITIES

1. To receive all incoming calls to the Service and deal appropriately in a courteous and helpful manner.

2. To be responsible for the booking of outpatient/clinic appointments and to make telephone calls to service users to remind them of their appointments; and to outcome general appointments and group appointments.

3. To be responsible for rescheduling of clinic/group appointments in the event of annual leave or cancellations.

4. To be responsible for the logging of referrals and ensuring that those referrals are passed on for processing and allocation.

5. To manage the diary and appointments system and inform clinicians of their appointment arrivals.

6. To support the uploading of information to service user files on RiO as instructed by Lead Administrator.

7. To be responsible for the booking of meeting rooms and allocation of room keys.

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.

Date posted

21 March 2025

Pay scheme

Other

Salary

£17,467.91 a year Per Annum

Contract

Apprenticeship

Duration

18 months

Working pattern

Full-time

Reference number

363-NEW7058488

Job locations

Newham Mental Health Community for Older People

First Avenue Resource Centre

103 First Avenue

E13 9AP

Job description

Job responsibilities

MAIN PURPOSE OF POST:

To provide effective and efficient reception and clerical services for the team. S/he will be expected to work flexibly within the administrative team and contribute to the smooth functioning of the systems underpinning service to service users.

The post-holder will be required to work in a busy and demanding environment and should be able to work without direct supervision and to exercise initiative. The ability to multi-task is also essential.

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. Seek advice and guidance from Administrators or Operational Manager.

Responsible for taking and promptly passing on accurate notes and information, exercising independent judgement and discretion when handling, monitoring and filtering calls within data protection, customer care and confidentiality guidelines.

To ensure that calls from anxious and distressed patients and carers are dealt with appropriately and referred to the correct system internally.

To type/cut and paste correspondence as and when required.

To open, close, archive and file; patient files as appropriate in line with recording keeping policies.

To book interpreters and translators for clients appointments and monitor confirmation of bookings and action as appropriate.

To verify on a monthly basis all interpreters and translators that have been booked in accordance with the Newham directorate billing processes.

To ensure there is an adequate supply of all forms and adequate stationery supplies, letterheads, information leaflets, appointment cards etc available for colleagues and service users.

To be responsible for updating patient demographics and checking regularly whether phone numbers are in date and updating accordingly and distributing to the team.

To undertake general office duties including: photocopying, collating, binding of documents, filing, laminating faxing etc as required.

To use information technology for a range of purposes.

To report to the Lead Administrator any issues that is of concern relating to health and safety of the building.

To have excellent verbal, written and communication skills.

To induct new staff to reception.

To have the ability to remain calm and sensitive in difficult and stressful situations.

Job description

Job responsibilities

MAIN PURPOSE OF POST:

To ensure that calls from anxious and distressed patients and carers are dealt with appropriately and referred to the correct system internally.

To type/cut and paste correspondence as and when required.

To open, close, archive and file; patient files as appropriate in line with recording keeping policies.

To book interpreters and translators for clients appointments and monitor confirmation of bookings and action as appropriate.

To verify on a monthly basis all interpreters and translators that have been booked in accordance with the Newham directorate billing processes.

To ensure there is an adequate supply of all forms and adequate stationery supplies, letterheads, information leaflets, appointment cards etc available for colleagues and service users.

To be responsible for updating patient demographics and checking regularly whether phone numbers are in date and updating accordingly and distributing to the team.

To undertake general office duties including: photocopying, collating, binding of documents, filing, laminating faxing etc as required.

To use information technology for a range of purposes.

To report to the Lead Administrator any issues that is of concern relating to health and safety of the building.

To have excellent verbal, written and communication skills.

To induct new staff to reception.

To have the ability to remain calm and sensitive in difficult and stressful situations.

Person Specification

Education & experience

Essential

Good standard of Written and Spoken English
Working in a team or as part of an administrative team

Desirable

English & Maths GCSE or equivalent functional skills
Experience of working in an office environment and routine office administration including reception duties.

IT skills and people skills

Essential

Basic IT skills
Good communication Skills

Desirable

Experience with making telephone calls and other forms of communication
Word processing and data entry

Person Specification

Education & experience

Essential

Good standard of Written and Spoken English
Working in a team or as part of an administrative team

Desirable

English & Maths GCSE or equivalent functional skills
Experience of working in an office environment and routine office administration including reception duties.

IT skills and people skills

Essential

Basic IT skills
Good communication Skills

Desirable

Experience with making telephone calls and other forms of communication
Word processing and data entry

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.

Certificate of Sponsorship

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