Receptionist and Administration Assistant

Job overview

This role is offered on a permanent basis. The hours are part-time, 23.5 hours per week.

We have an exciting opportunity for a part time experienced Reception Administrator to join our reception team within our Gloucester Hub – Pullman Place on Monday, Thursday and Friday.

The Gloucester Hub accommodates approximately 270 staff, with 19 assessment rooms, 3 clinics, 6 large meeting rooms and over 18 teams working together.

It is essential that the successful candidates has a confident, calm and empathetic approach and are able to communicate effectively as part of a team.  These roles are within a busy, dynamic and changing environment and a flexible and positive approach is essential.

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 the 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, there will be opportunities to assist the Team Administrators with general administration tasks.

If you are a team player with reception/administration 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 support 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.
• 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

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.

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