Job summary
Surrey and borders is looking for a Front of House Receptionist to join their team. You will provide reception, switchboard facilities, and office administrative services for front of house services at various locations within Surrey and Borders Partnership Foundation NHS Trust including face-to-face contact with the public/clients, clients' families/carers, medical staff and other agencies.
General Shift timings: 8AM to 4PM, 9 AM to 5 PM or 10 AM to 6 PM
Working hours: 37.5 hours Per week
Main duties of the job
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Answer all incoming calls to the switchboard and site promptly and professionally, directing them to the relevant person or team to meet caller requirements.
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Handle telephone enquiries and messages, passing them on to staff members according to priority while maintaining a helpful and courteous manner.
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Greet clients and visitors to the Trust, notify team members of their arrival using SystmOne, or provide directions as needed.
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Assist staff, visitors, service users, and external agencies by providing requested information or support.
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Support team members in communication with service users, carers, relatives, GPs, secretaries, and other care professionals.
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Programme and issue building access cards and car parking permits, maintaining accurate records and database
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Access and update Electronic Health Records using systems such as SystmOne.
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Carry out secretarial and administrative tasks using Microsoft Outlook, Word, Excel, and PowerPoint.
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Receive, sort, and direct incoming and outgoing post and deliveries
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Photocopy documents and monitor stock levels of forms and leaflets for staff and service user use
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Liaise with the maintenance team regarding building repairs to ensure a safe working environment.
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Share responsibility for building security by managing visitors and escalating security concerns.
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Order stationery and raise purchase orders or requisitions as directed by the Property Team
About us
Surrey and Borders Partnership NHS Foundation Trust is the leading provider of health and social care services for people of all ages with mental ill-health and learning disabilities in Surrey and North East Hampshire. We also provide social care services for people with a learning disability in Croydon and ASD and ADHD assessment services in Hampshire.
We actively seek to engage people who use our services and our communities in improving the mental wellbeing of the local population. We work closely with other NHS and voluntary sector organisations who provide services and support people who use services and carers.
Surrey is a beautiful county lying just 30 minutes away from Central London and from the South Coast.
Our historic market towns and bustling districts are enveloped in wonderful countryside, and our excellent road and rail networks bring the rest of the country within easy reach.
For international travel, both Gatwick and Heathrow airports are nearby.
Would you like to work in an organisation that sits in the top 10 best NHS Mental Health, Learning Disability and Community Services Trusts to work for?This ranking is based on staff feedback in the 2023 NHS Staff Survey.
Job description
Job responsibilities
- All staff will have a sound awareness of Safeguarding issues and be clear about their respective roles and responsibilities to report, respond to and share information in relation to Safeguarding Adults, Safeguarding Children, Domestic Abuse and Public Protection.
- All staff will have a knowledge of and adhere to the Data Protection Act and will not disclosure to any person or organisation, any confidential information that comes into their possession in the course of their employment.
- To fully participate in the Trusts performance review and personal development planning process on an annual basis.
- Undertake training as necessary in line with the development of the post and as agreed with line manager as part of the personal development planning process.
- To achieve and demonstrate agreed standards of personal and professional development within agreed timescales.
- To contribute positively to the effectiveness and efficiency of the teams in which he/she works.
- To undertake any other duties at the request of the line manager which are commensurate with the role, including project work, internal job rotation and absence cover.
- To contribute to a healthy and safe working environment by adhering to health and safety regulations and Trust policies.To contribute to the prevention and control of health care associated infection by adhering to Trust policies and guidelines.
- Surrey & Borders Partnership NHS Foundation Trust is committed to valuing and promoting diversity in employment, service delivery practices and its general environment. An expectation within the Trust is that everyone will take responsibility for promoting open, inclusive and accessible service provision, staff development and a culture that values and respects difference.
- Coordinate and book rooms for meetings and appointments.
- Maintain efficient and organised Front of House filing systems
- Maintain confidentiality and data security in line with Trust policies and procedures.
Job description
Job responsibilities
- All staff will have a sound awareness of Safeguarding issues and be clear about their respective roles and responsibilities to report, respond to and share information in relation to Safeguarding Adults, Safeguarding Children, Domestic Abuse and Public Protection.
- All staff will have a knowledge of and adhere to the Data Protection Act and will not disclosure to any person or organisation, any confidential information that comes into their possession in the course of their employment.
- To fully participate in the Trusts performance review and personal development planning process on an annual basis.
- Undertake training as necessary in line with the development of the post and as agreed with line manager as part of the personal development planning process.
- To achieve and demonstrate agreed standards of personal and professional development within agreed timescales.
- To contribute positively to the effectiveness and efficiency of the teams in which he/she works.
- To undertake any other duties at the request of the line manager which are commensurate with the role, including project work, internal job rotation and absence cover.
- To contribute to a healthy and safe working environment by adhering to health and safety regulations and Trust policies.To contribute to the prevention and control of health care associated infection by adhering to Trust policies and guidelines.
- Surrey & Borders Partnership NHS Foundation Trust is committed to valuing and promoting diversity in employment, service delivery practices and its general environment. An expectation within the Trust is that everyone will take responsibility for promoting open, inclusive and accessible service provision, staff development and a culture that values and respects difference.
- Coordinate and book rooms for meetings and appointments.
- Maintain efficient and organised Front of House filing systems
- Maintain confidentiality and data security in line with Trust policies and procedures.
Person Specification
Qualifications
Essential
- NVQ Level 3/RSA Level 3 or equivalent experience.
Knowledge & Experience
Essential
- Experience of working in an office or reception environment.
Desirable
- Experience of working in the NHS
Skills
Essential
- Good verbal and written communication and customer care skills.
- Ability to prioritise workload and exercise judgment upon receiving information or referrals, knowing when to seek advice or expert opinion.
- Strong IT skills, including the use of computers, peripheral hardware (e.g. printers), and proficiency in Microsoft Office applications such as Excel, Word, and Outlook to create documents, set up spreadsheets, and extract information
- Physical accuracy, dexterity and hand-eye coordination, for use of VDU.
Ability
Essential
- Ability to concentrate for prolonged periods when checking detailed documents and to work under pressure in a busy reception area while managing constant interruptions. Able to handle distressed or disturbed patients and carers over the phone and cope with the emotional demands and occasional distressing situations that may arise.
Person Specification
Qualifications
Essential
- NVQ Level 3/RSA Level 3 or equivalent experience.
Knowledge & Experience
Essential
- Experience of working in an office or reception environment.
Desirable
- Experience of working in the NHS
Skills
Essential
- Good verbal and written communication and customer care skills.
- Ability to prioritise workload and exercise judgment upon receiving information or referrals, knowing when to seek advice or expert opinion.
- Strong IT skills, including the use of computers, peripheral hardware (e.g. printers), and proficiency in Microsoft Office applications such as Excel, Word, and Outlook to create documents, set up spreadsheets, and extract information
- Physical accuracy, dexterity and hand-eye coordination, for use of VDU.
Ability
Essential
- Ability to concentrate for prolonged periods when checking detailed documents and to work under pressure in a busy reception area while managing constant interruptions. Able to handle distressed or disturbed patients and carers over the phone and cope with the emotional demands and occasional distressing situations that may arise.
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).
