Operational Support Services & Systems Receptionist

Job overview

• An exciting opportunity has arisen for an enthusiastic, adaptable, flexible and skilled Band 3 Mobile Clinical Support Services Coordinator to work 22.5 hours a week over 5 days based at Teddington Memorial Hospital and Teddington Health and Social Care Centre as well as across other Richmond sites.
• The role of the Mobile Clinical Support Services Coordinator is to assist with the day-to-day running across all the Richmond sites, supporting not only colleagues but clients and visitors to the site as well.
• The post holder will need to have effective communication skills, ability to work autonomously and unsupervised, prioritise workload, be a good team player, have a willingness to embrace change as and when required, to ensure the effective running of the sites with guidance from the Clinical Support Services Administrator/Officer
• You will be the first point of contact for the clients and staff who visit the site. Your duties include receiving telephone calls and forwarding to the appropriate team member or take messages as and when required, receive visitors, process orders, report any faults to relevant parties and monitor until any issues are resolved in addition to other tasks.
• In addition to cover cross-site if needed, to ensure the sites are covered during staff absence as well as annual leave.

This role is a front line role and does not support working from home.

Main duties of the job

• The post holder will be the first point of contact for patients and visitors attending the sites and is expected to demonstrate a high level of professionalism, care, courtesy and respect when greeting patients and visitors attending the sites.
• For further information regarding this vacancy, please refer to the detailed job description and personal specification attached to this advert.
• Applicants are advised to read all the information on the advert prior to applying for the post.

Detailed job description and main responsibilities

KEY RESPONSIBILITIES

• To receive all visitors of the clinic with courtesy and with efficiency, directing them as appropriate and acting as a focal point for enquiries.
• Operate the switchboard directing calls to appropriate extensions, dealing with telephone enquiries and recording messages when required.
• Review and update reception information as required for the benefit of the public and staff.
• Sort and re-direct incoming post and sort outgoing post daily.
• Ensure the smooth organisation of clinic sessions through provision of timely clerical support in line with procedures.
• Maintain the system for ordering stationery for the clinic/department, using procedures already in place and adding to them as appropriate to enhance the service.
• Order and monitor the replenishment of stock levels.
• Receive, unpack, check and store all stock, non-stock requisitions and items of office furniture, stationery etc that are received at the clinic.
• To act as the contact and liaison point for maintenance requests to the Estates Department and outside contract services.
• To ensure all public display notice boards are renewed and kept up to date.
• To assist in ensuring that Health & Safety policies and procedures are followed within the clinic/department setting.
• Responsible for Fire Co-ordinator duties in the clinic/department as per fire procedures.
• To assist in keeping the unit tidy at the end of each day.
• To take responsibility for the co-ordination of patient transport to and from the Unit – this involves liaison with therapy staff, patients and ambulance services, ensuring that transport is booked, confirmed and at an appropriate time for the clinic appointment.
• To participate in training and development as required and to ensure that resources are used to full potential.
• To work alongside and support the Administrator to help implement new systems and procedures within the clinic/department.
• To work in co-operation with all administrative staff within the Trust to encourage teamwork to support and help each other to maintain a smooth running, professional service to the public and professional staff.
• Any other duties as requested by the Clinical Support Services Officer/Administrator

Applicant requirements

You must have appropriate UK professional registration.

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.