Admin Support - Receptionist

Job overview

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 team at Thorpe Health Centre as our Admin Support - Receptionist.

This is a part-time, Band 2, substantive post. This role works 24 hours per week, ideally working 6 hour shifts per day,  08:30 - 14:30 from Monday - Thursday. The base for this post is Thorpe Health Centre, however you may be required to travel to other sites in Norwich. You will need to be versatile and have access to a vehicle or be able to make alternative travel arrangements.

Main duties of the job

The postholder will contribute to the smooth running of the reception at Thorpe Health Centre, providing daily support for direction.

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 also involves duties to maintain the stock levels for  our Community Nursing Team based at Thorpe Health Centre, which includes counting and ordering the stock on a weekly basis. 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 collaboratively 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.

Detailed job description and main responsibilities

Key Areas of Responsibility To carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties which will include:

• Using a range of software programmes to produce, maintain and distribute documents, including reports, spread sheets, databases and presentations.
• Typing, audio typing.
• Photocopying, scanning, emailing, faxing, distributing and filing letters, reports and other correspondence promptly and efficiently, ensuring that all staff and patient records, files and filing lists are maintained and kept up-to-date.
• Collecting, opening, date stamping, franking, sorting and distributing mail in a timely manner, relating it to previous correspondence as appropriate and ensuring that outgoing mail is sent in a timely manner.
• Researching appropriate websites, downloading and circulating documents as requested.
• Dealing appropriately with all telephone enquiries and face to face patient contact, which may on occasion be upsetting.

1.  To maintain schedules and diaries, organise and service meetings and clinics, which may involve travel to and from other venues. This will include resolving appointment conflicts, issuing meeting invitations, distributing agendas and papers, note taking, making room bookings, arranging meeting room layout, equipment, hospitality and greeting visitors.

2. To undertake receptionist/telephonist duties, be a point of contact for internal and external callers and visitors, accepting deliveries, re-directing callers and service users, where appropriate, and providing information or answering questions on routine matters and ensuring that accurate messages are passed on in a timely manner.

3.  As part of the Norwich Place stock management process:

• Ordering and receipting all consumable stock
• Carrying out a weekly stock take of all goods
• Receiving and checking goods and reporting any discrepancies or other issues within procedural deadlines
• Putting stock away in the stores room, maintaining stock levels
• Arranging onward distribution to relevant departments or sites if required
• Maintaining up to date information recorded on stock spreadsheets including base lines and previous orders
• Liaise with suppliers to resolve any issues or queries.

4. To be responsible for the efficient use of office equipment and supplies, requisitioning goods and services using Powergate and carrying out research on products or services, as required.

5. Inputting onto various databases and systems, e.g., SystmOne, Powergate and designated spread sheets, within the required timescales and deadlines

6. To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times.

7. In conjunction with colleagues, to ensure that petty cash and other monies are collected and accurately recorded and banked promptly to comply with procedures and financial standing orders.

8. Provide cover in other departments as required, during periods of absence, as directed by the Admin Team Leader. This may require travelling to other sites.

9. It is the post holder’s responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.