Receptionist & Administration Assistant

Job overview

You will be working within a small friendly Reception Team who will welcome you, share their knowledge and be an integral part of your local induction.

Cirencester Memorial Centre is a community mental health site where outpatients, group work and therapy appointments take place for the patients we care for. Our Reception Team play an integral and important part in the care services we provide, by welcoming and greeting patients, demonstrating excellent customer service and putting patients at ease.

• To provide reception, clerical and administration duties, maintaining an efficient and friendly service to patients, relatives and visitors.
• To liaise with staff across the Gloucestershire Health & Care NHS Foundation Trust.
• Support the Locality Support Services Manager and the Reception/Administrative Team in the administrative function as required.
• To project the professional image of the business through demonstrating excellent customer care in all activities.

We will be moving services to Cirencester Hospital in the future however your dedicated reception role will still be vital in maintaining continuity of care to our patients.

Working hours will be 8.30 until 4.30, three days per week, however we are looking for a flexible team player that can work flexibly in order to cover Reception Team work colleagues for days of leave etc. and additional working days during the week on these occasions will be required to meet the service needs.

Main duties of the job

• Welcome clients, relatives, and visitors in a friendly and courteous manner, assisting them with enquiries
• To deal competently and discreetly with queries either face to face or via the telephone using appropriate protocols
• Recording messages as appropriate
• To deal with all incoming and outgoing mail
• To be competent at booking rooms using the computerised room booking system, Bookwise, training will be provided.
• To be competent in the use of the photocopier, scanning in order to upload documents on to RiO (patient computerised filing system).
• Photocopying and maintaining adequate supplies of forms and paperwork.
• To process new files and maintain clients notes and records as appropriate using current RiO System and the Case Note Tracker System, (system training will be provided).
• Update building telephone lists as and when required.
• Assist lunchtime rota in liaison with Reception Team
• Carry out weekly reception tasks to ensure continuous supply of forms for staff to use, room bookings, message pages and signing in pages as well as ordering stationery.
• To keep the reception / waiting areas tidy and ensure notice boards are up to date.
• To provide cover for other administrative staff in their absence or as required by the Locality Support Services Manager.
• To ensure that mandatory training is up to date .
• To undertake any other duties as and when required.
• Acts in ways that; support equality and value diversity. Treat everyone with dignity and respect.

Detailed job description and main responsibilities

This role is offered on a permanent basis. The hours are part-time, 22.5 hours per week.

This post requires the post holder to be able to undertake all statutory and mandatory training and post holders must be able to undertake physical interventions. Fitness for physical intervention will be assessed by Occupational Health.

To ensure you fully understand how the Trust, as a Data Controller, will process and store your data please read the attached document ‘Applicant and Staff Privacy Notice’ prior to applying for the role.

Candidates for any staff appointment shall, when making application, disclose in writing to the Trust whether they are related to any governor. Failure to disclose such a relationship may disqualify a candidate and, if appointed, may render them liable to dismissal.

The qualification, training & experience requirements for the role are underlined in the Job Description/Person Specification.

This role is not eligible for sponsorship as per the Government’s UK VISA and Immigration Rules and Regulations. For more information please visit https://www.gov.uk/browse/visas-immigration/work-visas

Applicant requirements

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.