Job summary
Hertfordshire Community NHS Trust (HCT) is a dynamic and forward-thinking organisation. Our Trust is one of a new generation of community health service Trusts in the NHS. We are responsible for delivering a wide range of community health services across Hertfordshire. Our services are well established and we have built up a proud reputation for quality and excellence thanks to the hard work and dedication of our staff. Our vision is to become a leading light in the provision of innovative programmes of care which maintain and improve the health and wellbeing of the people of Hertfordshire and other areas served by the Trust.
Mon, Weds, Fri 1.15pm-5pm (11 hours) with flexibility to cover additional/alternative hours on occasions
Main duties of the job
Reception is the first point of contact for patients, service users, visitors and professionals accessing Hertfordshire Community NHS Trust services. The post holder will provide a high standard of reception and administrative support, working closely with clinical, administrative and operational colleagues to ensure the smooth and efficient running of services and facilities.
The role requires use of Trust systems including SystmOne, room booking system and other systems as required, alongside effective use of Microsoft Office applications. Receptionists are expected to work flexibly across HCT reception sites to cover annual leave, sickness and service need, and to contribute to a consistent, welcoming and professional experience across the organisation.
About us
A big thank you for considering joining us at Hertfordshire Community NHS Trust
You'll find it a great place to work with many benefits offered to you as a member of our staff
We put our patients, their families and carers at the centre of our vision - Outstanding Services and Healthier Communities
Our staff are proud to be Innovative, Caring and Agile in their work to help achieve the Trust vision
We welcome diversity in our workforce and are interested in applicants from all backgrounds and ages
We don't want you to miss out so we'd like you to know that if we have a high level of interest in this role, the vacancy may close prior to the advertised closing date, so please make your application as soon as possible - Apply now
You've made a great decision to apply to join to HCT - we're looking forward to taking the next steps of the journey with you.
You can apply to Access to Work to get money for communication support at a job interview - please use this link for more information: https://www.gov.uk/guidance/apply-for-communication-support-at-a-job-interview-if-you-have-a-disability-or-health-condition-access-to-workYou need to apply before the interview takes place.
Job description
Job responsibilities
- Act as the first point of contact for all patients, service users, visitors and professionals attending or contacting HCT sites.
- Meet and greet visitors, ensuring appropriate sign-in and site access procedures are followed.
- Manage face-to-face and telephone enquiries, responding appropriately or signposting to the relevant service or colleague.
- Work closely with the Line Manager, Operational Site Manager and Estates Site Manager to support the day-to-day running of reception services and facilities.
- Support the smooth operation of clinics and services, including opening and closing buildings where applicable.
- Manage room bookings and diary management systems, ensuring clinical and non-clinical space is used effectively.
- Report and follow up maintenance issues, liaising with estates, facilities and external contractors as required.
- Manage incoming and outgoing post, deliveries and courier collections in line with local procedures.
- Maintain reception areas to a high standard, ensuring they are tidy, safe and welcoming, with information displays kept current and relevant.
- Monitor stationery, stock and non-stock supplies, maintaining records and escalating shortages appropriately.
- Provide cross-site reception cover across HCT locations as required to meet service need, including covering annual leave and sickness.
Job description
Job responsibilities
- Act as the first point of contact for all patients, service users, visitors and professionals attending or contacting HCT sites.
- Meet and greet visitors, ensuring appropriate sign-in and site access procedures are followed.
- Manage face-to-face and telephone enquiries, responding appropriately or signposting to the relevant service or colleague.
- Work closely with the Line Manager, Operational Site Manager and Estates Site Manager to support the day-to-day running of reception services and facilities.
- Support the smooth operation of clinics and services, including opening and closing buildings where applicable.
- Manage room bookings and diary management systems, ensuring clinical and non-clinical space is used effectively.
- Report and follow up maintenance issues, liaising with estates, facilities and external contractors as required.
- Manage incoming and outgoing post, deliveries and courier collections in line with local procedures.
- Maintain reception areas to a high standard, ensuring they are tidy, safe and welcoming, with information displays kept current and relevant.
- Monitor stationery, stock and non-stock supplies, maintaining records and escalating shortages appropriately.
- Provide cross-site reception cover across HCT locations as required to meet service need, including covering annual leave and sickness.
Person Specification
Qualifications
Essential
- Good general education including GCSE English grade C or above (or equivalent)
- Ability to use and knowledge of Microsoft packages: Word, Excel, Outlook, Internet Explorer
Experience
Essential
- Experience in a reception or administrative post
- Experience of working within NHS Skills and abilities
Skills
Essential
- Computer literate with good keyboard skills
- Ability to prioritise and organise own workload, working unsupervised
- Able to communicate clearly and concisely at all levels, both verbally and in writing
- Able to demonstrate a commitment to maintaining and improving efficiency
- Able to work as part of a team
- Ability to deal with difficult and sensitive situations
Desirable
- Be flexible and adaptable within work requirements
- Able to maintain a clean and adaptable multi-use space
- Demonstrate commitment to understanding of Equal Opportunities General Skills
Personal Qualities
Essential
- Willingness to uphold the Trust's values
- Eligible to live and work in the UK
Person Specification
Qualifications
Essential
- Good general education including GCSE English grade C or above (or equivalent)
- Ability to use and knowledge of Microsoft packages: Word, Excel, Outlook, Internet Explorer
Experience
Essential
- Experience in a reception or administrative post
- Experience of working within NHS Skills and abilities
Skills
Essential
- Computer literate with good keyboard skills
- Ability to prioritise and organise own workload, working unsupervised
- Able to communicate clearly and concisely at all levels, both verbally and in writing
- Able to demonstrate a commitment to maintaining and improving efficiency
- Able to work as part of a team
- Ability to deal with difficult and sensitive situations
Desirable
- Be flexible and adaptable within work requirements
- Able to maintain a clean and adaptable multi-use space
- Demonstrate commitment to understanding of Equal Opportunities General Skills
Personal Qualities
Essential
- Willingness to uphold the Trust's values
- Eligible to live and work in the UK
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.
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