Receptionist / Administrator

Job description

Job responsibilities

Communicate promptly and effectively with service users and staff & other stakeholders, utilising telephone, email, letters, face to face contact and SystmOne.

To respond effectively to queries in line with service and Trust guidelines and standard operating procedures.

Support, plan and co-ordinate work load as per service need to ensure all deadlines are met.

Contribute to creating a professional and welcoming environment by greeting and assisting Patients and relatives, CCS staff including clinicians, senior managers and visitors. To ensure all who visit the Poynt are dealt with efficiently and effectively.

Review handover information from security / cleaning contractors, highlighting and reporting any issues raised with the senior manager on site or estates

Induction of all new starters.

Manage the signing-in system for all staff and visitors, issuing swipe cards when appropriate to CBRE / contractors.

Manage telephone enquiries and ad-hoc walk-ins promptly.

Monitor CCTV images, reporting any issues to / incidents to the Line Manager / Business Admin Manager.

Oversee all meeting room bookings, checking room availability, accepting booking requests, and ensure room etiquette.

Daily room audits, checking room layout, including updating the room bookings for the next day.

Receive, sort, date-stamp and log all incoming post and deliveries. Notify relevant colleagues on receipt of deliveries. Observe and maintain strict confidentiality with regards to any patient/family/staff records and associated information in line with the requirements of the Data Protection Act.

Process outgoing internal/external post, booking couriers where applicable.

KEY WORKING RELATIONSHIPS

Business Administration Manager

Colleagues and Senior Management

Shared Services / Estates / Facilities / IT

Training Providers

External Organisations

Person Specification

Qualifications and Training

Essential

• NVQ2 / or equivalent

Experience

Essential

• 2 years office experience
• Knowledge and experience of working with Microsoft Office
• Working with confidential information

Desirable

• Knowledge of NHS practices and procedures
• Previous experience in a receptionist role
• NHS Systems - S1 / Malinko / Oracle

Knowledge and Skills

Essential

• Good communication skills written / verbal
• Ability to effective prioritise workload

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

Cambridgeshire Community Services NHS Trust

Address

The Poynt

Units 2-3, Poynters Road, Luton, Beds, LU4 0LA

LUTON

LU40LA

Employer's website

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