Receptionist and Administrator

Job description

Job responsibilities

1. To receive, direct and act as first point of contact for all patients, clients and visitors at our sites within Talking Therapies. Respond as appropriate and professionally to enquiries from staff, therapists and the public in a prompt and efficient manner (e.g. in person, by telephone, by email, by text, letter etc.) including handling non-routine enquires, using own initiative and prioritisation skills. Dealing professionally and sympathetically with patients / family members who are distressed.
2. To be responsible for booking, re-scheduling and cancelling Interpreter services for the therapy team.
3. To be responsible for booking in patients into their first treatment appointments on behalf of clinical staff and to complete the administration tasks associated with this responsibility (e.g., sending letters).
4. Liaise and communicate with other members of the admin team and relevant managers to ensure availability and efficient co-ordination of clinic diaries and appointments.
5. Ensure all messages are correctly recorded and promptly passed to relevant team members/other personnel.
6. To provide support with processing of Subject Access Requests within the specified time frame.
7. Be an efficient user of the services electronic patient record system i.e. IAPTus and RiO.
8. To maintain efficient administrative systems (e.g. opening, sorting and distributing incoming post/emails, franking and posting of outgoing letters and updating notice- boards with staff & service users information.
9. To provide information to both internal and external colleagues, when required, in line with Service Protocol and Trust Policies.Page 2 of 7
10. To be aware of the teams daily movements, compile daily visitor lists, text message patient appointments details and assist in booking therapy rooms.
11. Undertake routine clerical duties including filing, data entry, scanning and photocopying as required.
12. To be responsible for care and maintenance of office equipment, ordering and maintaining office stocks and stationery for the Team.
13. To work constructively and flexibly as part of the admin team. To collaborate in providing cover across the service as required.
14. To provide evening reception cover according to service hours when required in line with the clinical teams working from site.
15. Contribute to the development of reception responsibilities and the quality of service provided to all patients, clients and visitors.
16. Assist in delivering local induction programmes for new staff to the team (e.g. training staff on reception duties and administrative procedures, as required).
17. To ensure the safe keeping of all clients records, maintaining confidentiality, and to maintain electronic and manual systems of activity information, retrieval and data input when required.
18. To liaise with Estates and Facilities regarding facilities used by the service including facilitating room bookings via Support Services.
19. To provide administrative support to the senior management upon request.
20. To support with IT equipment on site and for staff working from home, logging jobs with the IT helpdesk when required, manage the IT equipment inventory stock list, managing access fobs for the sites.
21. To take up tasks and responsibilities as delegated by the admin lead as required and appropriate for this Grade/Band.
22. To be a First Aider/Fire Warden and Health and Safety Officer for the service and undertake risk assessments for the buildings.

Person Specification

Education/ Qualification/ Training

Essential

• oGood standard of written and spoken English.
• oCustomer Care or equivalent experience.
• oEvidence of Continued Professional Development.

Experience

Essential

• oMinimum of 3 years administrative experience.
• oWorking as part of an NHS administrative team for at least a year.
• oExperience of patient databases.

Knowledge and Skills

Essential

• oMicrosoft Office user.
• oExperience of patient databases.

Other

Essential

• oProfessional accountability.
• oReliable, flexible and adaptable.
• oExcellent communication and interpersonal skills, with the ability to get things done in cooperation with others and as part of a support 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.

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).

Employer details

Employer name

East London NHS Foundation Trust

Address

Gilbert Hitchcock House,

21 Kimbolton Rd,

Bedford,

MK40 2AW

Employer's website

https://www.elft.nhs.uk/ (Opens in a new tab)