Job summary
Are you a confident, and flexible person, with excellent engagement, customer care, and communication skills, who can work as part of a creative and motivated team? If you are, we would really like to hear from you!
We are looking for an enthusiastic, self-motivated, and caring individual to join our Admin team at Park View Resource Centre, Kings Lynn as our Admin Support - Receptionist.
This is a 6 month fixed term contract Band 2, part time post, the contract will start at the start of employment and end 6 months from then. This role works 15 hours per week, working Monday, Tuesday & Wednesday 0930 - 1430.
Main duties of the job
The post holder will be responsible for the smooth running of the reception at Park View Resource Centre, Kings Lynn, mainly supporting patients who attend the Wheelchair services.
The role will include administrative support duties such as answering telephone calls, greeting patients upon their arrival, assisting patients with queries and use of NHS computer systems, including SystmOne, to check in patients and additional admin support as required. This role is required to maintain strict confidentiality and will be expected to communicate with patients and relatives with courtesy and discretion at all times.
Being able to demonstrate excellent organisational and effective communication skills is essential, along with being able to work alone as well as part of a team, using your own initiative, and working to deadlines. You will have experience of undertaking a range of administrative duties and have excellent customer care skills. You will need to be able to evidence a good solid background working in a busy office environment and will be required to work proactively. Experience of working in the NHS is preferential. Knowledge of SystmOne would be advantageous, but training will be provided for the successful candidate.
About us
Apply now to join an organisation that has been awarded an 'Outstanding' rating by the Care Quality Commission (CQC), the highest possible rating and the first stand-alone NHS community trust in the country to be awarded the title.
- Good benefits package including a minimum 27 days annual leave, plus Bank Holidays, increasing after 5 years and 10 years to a maximum of 33 days
- Opportunity to join the NHS pension scheme.
- Wellbeing support (gyms, free eyesight test, cycle to work scheme, wellbeing resources)
- Supportive positive culture that is Well-Led with regular supervision
- Comprehensive in house and external training programmes available
- NHS discounts and many more
Please note that applications are accepted by completion of our on-line application form. We cannot accept CV's.
Job description
Job responsibilities
Main Duties & Responsibilities
To carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties which will include:
Dealing appropriately with all telephone enquiries as well as face to face patient contact, which may include investigating and problem solving as well as regularly dealing with matters of a complex and/or distressing nature.
Using a range of software programmes to produce, maintain and distribute documents, including adhoc and routine reports, spreadsheets, and databases, which may include medical terminology and clinic information.
Photocopying, laminating, scanning and emailing documentation promptly and efficiently, generating and distributing letters, tasking clinicians, ensuring that all patient records are maintained and kept up-to-date. This includes the assembling of patient information packs to be handed out to patients.
Receiving, sorting and distributing mail daily, ensuring that outgoing mail is sent in a timely manner.
Researching appropriate websites, downloading and circulating documents as requested.
Issuing parking permits to colleagues
Issuing and activating door fobs
Actively updating the patient information in and around the reception area including the usage of Easy Read signs.
Please refer to the job description and person specification for the full list of responsibilities.
Job description
Job responsibilities
Main Duties & Responsibilities
To carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties which will include:
Dealing appropriately with all telephone enquiries as well as face to face patient contact, which may include investigating and problem solving as well as regularly dealing with matters of a complex and/or distressing nature.
Using a range of software programmes to produce, maintain and distribute documents, including adhoc and routine reports, spreadsheets, and databases, which may include medical terminology and clinic information.
Photocopying, laminating, scanning and emailing documentation promptly and efficiently, generating and distributing letters, tasking clinicians, ensuring that all patient records are maintained and kept up-to-date. This includes the assembling of patient information packs to be handed out to patients.
Receiving, sorting and distributing mail daily, ensuring that outgoing mail is sent in a timely manner.
Researching appropriate websites, downloading and circulating documents as requested.
Issuing parking permits to colleagues
Issuing and activating door fobs
Actively updating the patient information in and around the reception area including the usage of Easy Read signs.
Please refer to the job description and person specification for the full list of responsibilities.
Person Specification
Qualifications
Essential
- Maths and English GCSE (Grade C or above), or equivalent
- Proven IT skills
- NVQ Level 2 in Buisness Administration
Experience
Essential
- Proven administration experience in a busy office environment
- Proven experience of working as part of a team
Desirable
- Knowledge of NHS ordering systems
- Knowledge of SystmOne
- Knowledge of NHS
Skills, Abilities and Knowledge
Essential
- Comprehensive working knowledge of Microsoft Office, especially Word, Excel and Outlook
- Good organisational and communications skills
- Typing skills
- Proven ability to work on own initiative, without direct supervision, prioritising and managing own workload
- Articulate, calm, polite and well-motivated with a positive attitude to customer care
- Effective communication and listening skills
Desirable
Personal Attributes / Behaviours (linked to the Trust's Behaviour Framework)
Essential
- Able to identify with the Trust's commitment to safeguarding and promoting the welfare of children and young people/vulnerable adults
Other
Essential
- Flexible attitude and approach to work to meet patient/service needs
- Able to make own transport arrangements to meet the needs of the service
- Willingness to cover in other geographical locations
Communication
Essential
- Able to communicate effectively in written and verbal English language
Personal and People Development
Essential
- Enthusiastic and motivated
- Committed to providing the best possible service to patients
- Tact and diplomacy
Person Specification
Qualifications
Essential
- Maths and English GCSE (Grade C or above), or equivalent
- Proven IT skills
- NVQ Level 2 in Buisness Administration
Experience
Essential
- Proven administration experience in a busy office environment
- Proven experience of working as part of a team
Desirable
- Knowledge of NHS ordering systems
- Knowledge of SystmOne
- Knowledge of NHS
Skills, Abilities and Knowledge
Essential
- Comprehensive working knowledge of Microsoft Office, especially Word, Excel and Outlook
- Good organisational and communications skills
- Typing skills
- Proven ability to work on own initiative, without direct supervision, prioritising and managing own workload
- Articulate, calm, polite and well-motivated with a positive attitude to customer care
- Effective communication and listening skills
Desirable
Personal Attributes / Behaviours (linked to the Trust's Behaviour Framework)
Essential
- Able to identify with the Trust's commitment to safeguarding and promoting the welfare of children and young people/vulnerable adults
Other
Essential
- Flexible attitude and approach to work to meet patient/service needs
- Able to make own transport arrangements to meet the needs of the service
- Willingness to cover in other geographical locations
Communication
Essential
- Able to communicate effectively in written and verbal English language
Personal and People Development
Essential
- Enthusiastic and motivated
- Committed to providing the best possible service to patients
- Tact and diplomacy
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.
