Receptionist/Admin Assistant

Job overview

• To provide a reception and switchboard service to all visitors, staff and callers, maintaining an efficient, professional and friendly service
• To develop a knowledge of the range of Child and Adolescent Service (CAMHS) in order to locate colleagues and direct calls with minimum delay.
• To support the manager and the administrative team with general administrative functions as required.
• To project the professional image of the business through demonstrating excellent customer care in all activities.

Main duties of the job

• Meet young people, relatives, and visitors in a friendly and professional manner, assisting them with enquiries and directing or escorting them to their destination as required
• To deal competently and discreetly with queries either face to face or via the telephone using appropriate protocols
• Accurate message-taking and timely distribution.
• To deal with all incoming and outgoing correspondence (paper and electronic), date stamping and ensuring incoming post is distributed
• To be competent in the use of the photocopier and other office equipmentMaintaining adequate supplies of forms and paperwork used within the Unit.
• To process new files and maintain clients notes and records as appropriate using current Patient Administrative Systems Maintain building/staff information in support of the Site Responsible Officer.
• To manage electronic room booking system for the Unit.
• To keep the reception / waiting areas tidy and ensure notice boards are up to date i.e. by removing out of date information and any damaged or soiled items
• To provide cover for other administrative staff in their absence or as required by the administration manager
• To ensure that statutory/mandatory training compliance is maintained
• To undertake any other duties as and when required
• Acts in ways that support the Trust’s values and ethos, being aware of equality and diversity. Treat everyone with whom you come into contact with dignity and respect
• To work constructively and flexibly with colleagues.

Detailed job description and main responsibilities

JOB PURPOSE •    To provide a reception and switchboard service to all visitors, staff and callers, maintaining an efficient, professional and friendly service. •    To develop a knowledge of the range of Child and Adolescent Service (CAMHS) in order to locate colleagues and direct calls with minimum delay. •    To support the manager and the administrative team with general administrative functions as required. •    To project the professional image of the business through demonstrating excellent customer care in all activities.

DIMENSIONS •    First point of contact for CAMHS for young people, carers, staff and people external to the Trust, either face-to-face or by telephone or email. •    To work flexibly to  support the  administrative work of service when required. CORE KEY RESPONSIBILITIES

• Meet young people, relatives, and visitors in a friendly and professional manner, assisting them with enquiries and directing or escorting them to their destination as required  •    To deal competently and discreetly with queries either face to face or via the telephone using appropriate protocols •    Accurate message-taking and timely distribution. •    To deal with all incoming and outgoing correspondence (paper and electronic), date stamping and ensuring incoming post is distributed •    To be competent in the use of the photocopier and other office equipment •    Maintaining adequate supplies of forms and paperwork used within the Unit. •    To process new files and maintain clients notes and records as appropriate using current Patient Administrative Systems  •    Maintain building/staff information in support of the Site Responsible Officer. •    To manage electronic room booking system for the Unit. •    To keep the reception / waiting areas tidy and ensure notice boards are up to date i.e. by removing out of date information and any damaged or soiled items •    To provide cover for other administrative staff in their absence or as required by the administration manager •    To ensure that statutory/mandatory training compliance is maintained •    To undertake any other duties as and when required •    Acts in ways that support the Trust’s values and ethos, being aware of equality and diversity. Treat everyone with whom you come into contact with dignity and respect •    To work constructively and flexibly with colleagues.

SPECIFIC KEY RESPONSIBILITIES •    To immediately inform the Administrative Manager/Deputy/Lead Administrator of any issues affecting service delivery. Order stationery and other routine items using a web-based system.

COMMUNICATIONS AND WORKING RELATIONSHIPS •    Communicating and working with those concerned with the care of the service-user whilst maintaining confidentiality within the relevant guidance and legislation. This includes:  o    the Service User who may have difficulty / inability to communicate due to sensory impairment and / or their mental health state and / or where English is not the first language. o    Multi-Disciplinary Team, Carers, GPs, Social Services, Housing Agencies, Benefit Agencies, Advocacy Service and Voluntary Sector o    With potentially complex, sensitive or confidential enquiries from patients, staff and the public. o    With internal Trust Staff and colleagues