JOB DETAILS

JOB TITLE: Receptionist

BAND: 2

HOURS: 18.75, Wednesday 13:15-17:00 and Thursday & Friday 08:45-17:00 (includes a 45 minute lunch break)

DEPARTMENT: Estates and Facilities

LOCATION: Milehouse Medical Practice, Lymebrook Way, Newcastle, Staffordshire, ST5 9GA

REPORTS TO: Hotel Services Co-ordinator (Community)

ACCOUNTABLE TO: Associate Director of Facilities and Estates (Soft FM)

RESPONSIBLE FOR: The post holder will not be responsible for any role (however, they will provide day to day induction, support and guidance when required)

JOB PURPOSE

The post holder will contribute towards a confidential and efficient reception and administration service communicating with clients and visitors to the site in person, as well as over the telephone.

The post holder will be expected to be able to follow instructions, prioritise their work and demonstrate initiative in order to fulfil the requirements of the post.

The role of the receptionist provides an invaluable service to our premise supporting all clinical and non-clinical teams to include taking messages, booking appointments, meet and greet service and ensuring a safe working environment.

KEY RESPONSIBILITIES

Main Duties and Responsibilities:

This job description is generic across the trust and tasks will differ from site to site.

Carry out general reception duties, responding to enquiries over the telephone and face to face from the public and other professionals.

Receive on behalf of the Trust, visitors/officials/contractors and dealing with their requirements as necessary

Support with room bookings and allocation of rooms as required

Taking and relaying messages both verbal and by telephone, prioritising as appropriate.

Liaison with staff at all levels throughout the Trust.

To use various clinical systems to support in the booking in of patients at various clinics/departments

Meet and greet and booking patients in as required on arrival.

Provide administrative support to health professionals of a confidential nature including sending sensitive reports under the direction of the Hotel Services Co-ordinator.

Data inputting.

Report any breakdowns or maintenance problems to Facilities and Estates and ensure they are actioned in a timely manner.

Contact point for all contractors and general maintenance to the health centre

Ensure health and safety standards are adhered to by all staff

Support the day to day running of the building, eg cleanliness, assist with fire alarm testing and alarm issues, health and safety

To maintain and order supplies as required for service delivery. e.g. stationary

To deal with incoming and outgoing mail.

Maintain an effective office support system including filing and photocopying.

Provide cover in other areas accordingly, as requested.

Attend work related meetings and training related to the role.

The use of all Microsoft computer packages.

Tracking patients notes who attend clinic

Dealing with cash on site to include selling of books, prescription, vending machine errors, vitamin drops and maintaining documentation following Standard Financial Instruction.

Arrange adhoc transport requests liaising with the appropriate department.

Undertake other duties as may be determined from time to time commensurate with the role and general responsibilities of this post.

Follows Trust policies and procedures in line with job role, advice available if required.

The post holder is expected to have a clear understanding and share the Mission, Values and Behaviours of the Trust which defines our culture. All staff are required to promote and adhere to these.

Responsible for promoting a positive work culture.

Responsible for maintaining own core competences and CPD register along with supporting department wide training and development needs.

Decisions and judgements:

The postholder does not have any responsibility for staff.

The postholder will work within established procedures/practices with supervision available for reference.

The postholder will follow policies in own role and may be required to comment, but has no responsibility for service development.

Communication and relationships:

Provide information and advice to new starters, apprentices, trainees, work colleagues, managers, contractors (in line with the level of role, training and experience).

Demonstrate their own activities and provide guidance to new starters.

The postholder will provide general non-clinical advice to staff, patients, clients, relatives or carers.

Exposure to distressing or emotional circumstances is rare.

Physical demands of the job:

The postholder will be required to use equipment essential to the role.

There may be frequent requirement for concentration with a predictable workload.

PERSON SPECIFICATION

QUALIFICATIONS & TRAINING

IT skills to RSA 2 level

Educated to NVQ 2 level in office procedures(or working towards) or equivalent experience

Good communication skills

EXPERIENCE

Previous administrative and clerical experience

Word processing and data inputting experience

Ability to liaise at all levels

Customer interface experience

Problem solving experience

Computer literate

Experience of working in the NHS

SKILLS, KNOWLEDGE & ABILITIES

An effective written and oral communicator

Excellent telephone manner

Enthusiastic, flexible, polite, confident and able to use initiative and work under pressure

Excellent organisational skill

Flexible hours of work to ensure continuity of reception function

Flexible working to ensure continuity during periods of absence

Ability to work within a team

Ability to work without supervision

Ability to focus on a range of issues at any one time

Understanding of NHS

Excellent keyboard skills

Job Types: Part-time, Fixed term contract
Contract length: 12 months

Pay: £22,383.00 per year

Expected hours: 18.75 per week

Benefits:

Company pension
Employee discount

Schedule:

Day shift
Monday to Friday

Ability to commute/relocate:

Newcastle upon Tyne, ST5 9GA: reliably commute or plan to relocate before starting work (required)

Experience:

Administrative experience: 1 year (preferred)
NHS: 1 year (preferred)

Licence/Certification:

RSA Level 2 in IT Skills (preferred)
NVQ Level 2 in Office Procedures (preferred)
Driving Licence (required)

Work Location: In person

Application deadline: 02/12/2024
Reference ID: 301-BK-24-6711802 | Trac ID: 6711802

Midlands Partnership Foundation Trust Estates and Facilities

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Receptionist Trac ID: 6711802