Receptionist and Administration Assistant

Job overview

We have an exciting opportunity for a part time Receptionist and Administrator Assistant to join our Reception Team at Weavers Croft in Stroud, working Monday, Wednesday, Thursday and Friday (9am to 5pm).  Weavers Croft accommodates approximately 120 staff, with 9 meeting rooms and 6 teams working together providing mental health and learning disability care to service users.

It is essential that the successful candidate has a confident, calm and empathetic approach and are able to communicate effectively as part of a team.  The role is within a busy, dynamic and ever-changing environment and a flexible and positive approach is essential.  We are looking for someone that can multi-task and not get flustered during the busy periods.

You will be working collaboratively alongside your Reception colleagues to ensure that all service-users are welcomed in a professional manner.  You will also be managing phone calls and visitor activity coming into the building, and providing a comprehensive, confidential, reception and administrative service. As well as providing support to maintain the operational function of the building.

If you are a team player with reception/administration/customer service experience and excellent customer service skills we would very much welcome your application. In return we offer a varied team environment with regular supervision, appraisals and a commitment to supporting staff in their continuous development.

Main duties of the job

• Welcome clients, relatives, and visitors in a friendly and courteous manner, assisting them with their enquiries.
• To deal competently and discreetly with queries either face to face or via the telephone using appropriate protocols
• Recording messages as appropriate and passing these on to the correct department
• To deal with all incoming and outgoing mail
• To be competent at booking rooms using the computerised room booking system.
• 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
• 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.
• 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

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

Detailed job description and main responsibilities

Closing date:  Friday 22nd November 2024 at Midnight

Interview Date:  Friday 29th November 2024

Previous applicants need not apply.

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.