Receptionist

Job overview

Band 2 Receptionist (3 days a week - 22.5 hours) Permanent

An exciting opportunity has arisen for a part-time receptionist to work within our CYP Community Learning Disability Service based at Dragon Square.  This vacancy would suit someone who is enthusiastic, caring and compassionate with excellent communication and interpersonal skills.  This is an essential role in the delivery of our services. We are looking for someone with good organizational and information management skills who can provide a friendly and efficient service to all those visiting and contacting the service. You will be working alongside our medical secretary and other administrative staff so support will be available. This is a permanent, part-time position, 3 days a week. The post is available from end January 2025.

You must be able to greet patients and be approachable and empathic to patient needs but also able to work under extreme pressures. The role is a demanding one with telephone calls to answer as well as demands of patients and other staff. The role requires a huge amount of computer working and filing. High standards as well as speed and accuracy are of huge emphasis.

To organise their workload in accordance with the demands of the service.  To co-ordinate daily activities to ensure efficiency of service within the organisation. To ensure that confidentiality is maintained at all times. To cover other receptionists’ duties when applicable, due to staff shortages/sickness/annual leave.

Main duties of the job

This vacancy is only open at this stage to internal employees of the following organisations within the Staffordshire and Stoke-on-Trent Integrated Care System:

- North Staffordshire Combined Healthcare NHS Trust - Midlands Partnership University NHS Foundation Trust - University Hospitals of North Midlands NHS Trust, inclusive of Black Country Procurement Group and North Midlands and Cheshire Pathology Service. - Staffordshire and Stoke-on-Trent Integrated Care Board

This role is not eligible for sponsorship.

To work primarily on Reception undertaking any telephonist duties under the general direction of the Team Lead, ensuring that a professional, efficient and cost effective service is provided to staff and the public at all times.

To support the Administration and Clerical function across the Service in order to provide seamless customer service to both internal and external customers. The role will work flexibly while holding a primary assignment of the Receptionist within the CYP Community Learning Disability team.

Detailed job description and main responsibilities

KEY DUTIES AND RESPONSIBILITIES:

To receive calls to the reception in a courteous and helpful manner, answering incoming calls and transferring callers appropriately and providing information as required.

Provide postal services for the Trust including signing and recording of mail.  Sorting, franking of mail internally and externally.  Including maintenance of the franking machine ensuring any faults are reported to appropriate department or personnel.

Providing and receiving routine information in particular, this will involve:

• Responding to appropriate requests for information
• Acting on correspondence – responding to, or referring to the appropriate person
• Providing routine advice on areas of knowledge/expertise, in a manner relevant to the audience and topic area (i.e. patients, carers, complexity)
• Liaison with partner services and organisations
• Preparation/completion of routine documents, including letters, reports, presentations and forms e.g. photocopying, filing, reconciliation of information, appointment letters
• Communicating accurately in a timely manner

The role will require capacity to make decisions, which may require analysis or consideration of a range of options, such as:

• Judgements on how to deal with enquiries, patients/carers/external contacts
• Prioritising work, resolving conflicting diary appointments and schedules

Responsible for data entry, text processing or storage of data compiled by others, utilising paper or computer based data entry systems.  Particular systems used in this role are detailed under ‘Specialist/Technical requirements’.  This may include activities such as:

• Maintaining information systems

It is probable that the role will require use of VDU equipment for a substantial proportion of time, and does require some keyboard skills and familiarity with Microsoft office.

Understanding of a range of routine work procedures some of which may fall outside of the immediate work area.  To be guided by precedent and clearly defined occupational policies, protocols procedures and codes of conduct relevant to work area.

In return we offer;

A competitive progressive salary

We cover the cost of your DBS Check (£44)

Competitive staff benefits such as weekly offers and discounts

Individual Personal Development Plan and Career Progression

Excellent pension scheme available

27- 33 days annual leave, plus statutory bank holidays (pro rata)