Job summary
Receptionist
Do you want to be part of an innovative organisation that is committed to delivering the best care by the best people? We are looking for a friendly, proactive and committed administrator to join our team as our receptionist.
Here at NELFT, embracing a Just and Compassionate Culture is our commitment to our colleagues and to our patients that we will support and promote a culture based on fairness, respect, honesty, and trust, ensuring that we have consistent leadership behaviours and styles across the Trust. Our vision is to create an engaging place to work in partnership, where we value diverse perspectives and work in an environment in which you feel valued, supported, understood, and developed. Our professional relationships are built on a foundation of mutual respect, trust and honesty. We are committed to welcoming and making everyone feel valued here at NELFT.
We embrace continuous learning to improve patient outcomes and we provide outstanding professional development opportunities for our workforce. If you want to grow and progress your career with an organisation that values it's people, take the first step on an exciting career journey and join us today.
Main duties of the job
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Waltham Forest Older Adults Community Mental Health and Memory Service are looking for an experienced, assertive, conscientious, and driven individual as a receptionist to support the patients, clinical staff and Consultants.
This post is ideal for someone looking for an opportunity to advance their career and progress, demonstrating an enthusiasm to lead others. You should have a positive work ethic, ability to communicate effectively with professionals across various platforms, external stakeholders creating a cohesive work environment
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The post will cover the main reception and support for WF Older Adult Mental Health Services and Memory service. This essential role provides being the first point of contact for patients, relatives/carers booking in at reception for their appointments, advising staff that clients have arrived, ordering and restocking information flyers, ensuring the waiting room remains clean and tidy and assisting the community administration teams. Admin tasks to include using computerised information systems (RiO), arranging outpatient clinic appointments, managing telephone calls and liaising with patients, relatives/carers and other professionals.
About us
COVID-19 Vaccination
We continue to encourage all staff to ensure that they have been double vaccinated and received their booster. We recognise that taking the vaccine provides the best defence against COVID 19 for our patients, our staff and their families.
Probationary Period
This post will be subject to a probationary period. Internal applicants are exempt from the probationary period (unless you are an internal applicant currently part way through a probationary period or currently a bank member of staff).
Starting with NELFT
NELFT place a great deal of importance on new starters being properly welcomed and inducted into the Trust. All new starters will join the Trust on the first Monday of each month and will undertake a comprehensive induction of up to two weeks which will include mandatory training, systems training and the allocation of equipment. As part of the process new starters will have the opportunity to also meet the executive team, senior managers and attend a number of drop in sessions focusing in engagement, health and wellbeing and key processes. The induction will be held at our head office in Rainham, Essex.
High Cost Area Supplement - London
This post also attracts payment for High Cost Area Supplement of 15% of the basic salary (minimum payment of £4,313 and a maximum payment of £5,436 per annum pro rata).
Job description
Job responsibilities
Key Responsibilities:
- Communicate effectively with a range of people, either in person or on the telephone, promptly and in a professional and courteous manner whilst recognising barriers to communication.
- Ensure that complex calls from anxious and distressed clients are passed to appropriate person to deal with effectively and appropriately or escalated to senior staff member if appropriate.
- Respond to enquiries, and take appropriate action on behalf of the service, either by telephone, personal contact or correspondence, within agreed time limits.
- Manage and maintain an efficient administrative system on behalf of others.
- Draft general correspondence on behalf of the team.
- Work without supervision and ensure urgent situations are addressed swiftly.
- Ensure workload is managed and prioritised appropriately.
- Establish and maintain electronic and manual filing systems.
- Arrange and take minutes or notes at meetings that are intended for internal review only.
- Type medical or other reports under supervision.
- Input data into organisational systems or in-house records.
- Cover colleagues, where necessary, which may require working on other sites.
- Monitor and maintain secure stamp allocation, petty cash refunds for expenses and keys held on site.
Front of House
- Facilitate the smooth running of the service, dealing sensitively with any complaints, problems or issues arising, highlighting and referring problems where necessary to the line manager.
- Take clear messages and pass them promptly to the appropriate member of the team using own judgement on urgency.
- Responsible for ordering stationery and other supplies via the electronic procurement system, receipting goods and chasing shortfalls.
- Ordering water from water logic service.
Computer/Administration
- Use the patient records system (Rio) to enter client related information and care events.
- Retrieve and record patient information in line with service requirements.
- Print out monthly team reports on service activity.
- Participate in audits and surveys as necessary. Provide support in the development of audit reports.
- Activating staffs fobs.
Communication
- Demonstrate effective communication skills and promote a positive image of the team with service users, carers, professionals and external agencies from a variety of disciplines, both within and outside the Trust.
- Respond to frequent enquiries made by clients/staff, either in person or on the telephone, promptly and in a professional and courteous manner in line with Trust policy.
- Work competently within current procedures for own working practices and, where appropriate, contribute to the development and implementation of changes to improve own working practices/service, policies, procedures and guidelines.
- Contacting Estate for any health and safety issues.
Specific Tasks directly related to the post:
- Provide administrative support to the WF Older Adults Mental Health Teams and Memory Service.
- Book appointments and provide administrative support to clinicians.
- Use Rio to update progress notes.
- Provide cover to reception as required.
- Respond to incoming calls as required.
- Assist the medical secretaries with document management.
Please note that this job description is not exhaustive. The post holder may have specific skills which mean that they may work outside of the competency boundaries for this role.
Job description
Job responsibilities
Key Responsibilities:
- Communicate effectively with a range of people, either in person or on the telephone, promptly and in a professional and courteous manner whilst recognising barriers to communication.
- Ensure that complex calls from anxious and distressed clients are passed to appropriate person to deal with effectively and appropriately or escalated to senior staff member if appropriate.
- Respond to enquiries, and take appropriate action on behalf of the service, either by telephone, personal contact or correspondence, within agreed time limits.
- Manage and maintain an efficient administrative system on behalf of others.
- Draft general correspondence on behalf of the team.
- Work without supervision and ensure urgent situations are addressed swiftly.
- Ensure workload is managed and prioritised appropriately.
- Establish and maintain electronic and manual filing systems.
- Arrange and take minutes or notes at meetings that are intended for internal review only.
- Type medical or other reports under supervision.
- Input data into organisational systems or in-house records.
- Cover colleagues, where necessary, which may require working on other sites.
- Monitor and maintain secure stamp allocation, petty cash refunds for expenses and keys held on site.
Front of House
- Facilitate the smooth running of the service, dealing sensitively with any complaints, problems or issues arising, highlighting and referring problems where necessary to the line manager.
- Take clear messages and pass them promptly to the appropriate member of the team using own judgement on urgency.
- Responsible for ordering stationery and other supplies via the electronic procurement system, receipting goods and chasing shortfalls.
- Ordering water from water logic service.
Computer/Administration
- Use the patient records system (Rio) to enter client related information and care events.
- Retrieve and record patient information in line with service requirements.
- Print out monthly team reports on service activity.
- Participate in audits and surveys as necessary. Provide support in the development of audit reports.
- Activating staffs fobs.
Communication
- Demonstrate effective communication skills and promote a positive image of the team with service users, carers, professionals and external agencies from a variety of disciplines, both within and outside the Trust.
- Respond to frequent enquiries made by clients/staff, either in person or on the telephone, promptly and in a professional and courteous manner in line with Trust policy.
- Work competently within current procedures for own working practices and, where appropriate, contribute to the development and implementation of changes to improve own working practices/service, policies, procedures and guidelines.
- Contacting Estate for any health and safety issues.
Specific Tasks directly related to the post:
- Provide administrative support to the WF Older Adults Mental Health Teams and Memory Service.
- Book appointments and provide administrative support to clinicians.
- Use Rio to update progress notes.
- Provide cover to reception as required.
- Respond to incoming calls as required.
- Assist the medical secretaries with document management.
Please note that this job description is not exhaustive. The post holder may have specific skills which mean that they may work outside of the competency boundaries for this role.
Person Specification
Desirable short listing criteria
Desirable
- NVQ level 2 or equivalent standard of literacy and numeracy
- Significant administration experience
- Working in NHS
- RIO user
- experience using Microsoft 365
Person Specification
Desirable short listing criteria
Desirable
- NVQ level 2 or equivalent standard of literacy and numeracy
- Significant administration experience
- Working in NHS
- RIO user
- experience using Microsoft 365
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).
