Receptionist/Administrative Assistant

Job overview

An exciting opportunity has arisen for a Receptionist/Administrative Assistant to work within the main reception in Campbell House/Lotus House.

We are seeking individuals who are enthusiastic, reliable, have good timekeeping, are compassionate, flexible and creative in their approach and can work alongside several teams within the building to provide quality and effective administrative support.

Must be able to work as part of a team as well being able to work on their own using their own initiative.

Main duties of the job

You will be the first point of contact for people accessing the Community Mental Health Teams for face to face appointments /contact by email or via the phone.

You will have knowledge and understanding of Microsoft packages. You will demonstrate an enthusiasm for professional development and will be motivated to further your understanding and skills through various training opportunities.

You will be part of a dynamic and supportive team, benefiting from a comprehensive supervision and appraisal system, with a commitment to staff development.

Detailed job description and main responsibilities

• To act as the first point of contact for anyone accessing the Community Mental Health Team on reception and support the administrative function enabling effective and efficient services to be delivered to patients and families.
• To provide a quality and professional ‘front of house’ reception service to patients, family and staff attending the department.
• To work in a collaborative manner with all teams within the Community Mental Health Team and other health care staff/agencies as appropriate.
• To collect and disseminate the post.
• Ensure all outpatients arrivals and DNA’s are recorded accurately
• To book rooms as appropriate for clinics and/or meetings.
• To understand and maintain a high standard of confidentiality, adhering to the Trust Data Protection Policy.
• To apply a flexible approach to the job, meeting the changing needs of the Directorate and Trust.
• Ensure messages are taken clearly and concisely and passed to the relevant member of staff in a timely manner.
• Answer telephone enquiries in an appropriate manner reporting information to patients, nursing staff and other members of the multi-disciplinary team.
• Maintain good written and verbal communication between all departments and outside agencies.
• Use computerised patient management system to access patient details and to update information
• Sign for deliveries and ensure they are directed the relevant team.
• Photocopy and scan documents/notes as required.
• Contribute to developing a welcoming atmosphere within the department making users of the department feel comfortable and at ease.
• Deal appropriately with distressed patients and/or relative with support from more senior staff
• Assist with basic administrative duties i.e. providing cover to the wider administrative team during periods of annual leave.
• Ensure up to date personal awareness and knowledge of Trust wide issues and directives, applying knowledge in the workplace, including attending appropriate directorate briefings and meetings.
• Organise workloads in conjunction with other member of staff, reporting any problems as necessary.
• Undertake training and professional development as identified in an annual performance review.
• To be fully aware of the implications of the Health and Safety at the Work Act and the Trust’s associated policies.
• To take appropriate action within clear guidelines to solve any problems and drawing these to the attention of your line manager.
• Such other duties appropriate to the grade and the needs to the department, as agreed between the post holder and the line manager from time to time.
• In light of the changing needs within the Directorate, this job description could be subject to change in the future.

For further information on the advertised role, please refer to the job description located under the Supporting Documents heading. The full person specification can be accessed under the ‘About You’ Section of the document.