Receptionist/Administrator - People Flexi-Bank

Job overview

Surrey and Borders Partnership (SABP) is seeking an individual to provide reception and administrative support for a multi-disciplinary Community Learning Disability Team. The role involves face-to-face interaction with service users, their families and carers, medical professionals, and external agencies, ensuring a welcoming and efficient front-line service.

Location: Horizon House, 28 Upper High Street, Epsom, KT17 4QJ

Timing: Monday to Friday 9AM to 5PM

Main duties of the job

• Provide reception support, including greeting clients and visitors, alerting team members of arrivals, and maintaining a welcoming environment.
• Answer telephone enquiries, relay messages according to priority, and ensure courteous and professional communication at all times.
• Undertake secretarial tasks such as preparing correspondence for GPs and other healthcare professionals, typing letters, memos, and reports.
• Manage and maintain health records using Rio and other systems, ensuring accurate data entry.
• Distribute and date-stamp all incoming and outgoing mail.
• Administer the travel claim system, verifying claim validity.
• Support team members in liaising with service users, relatives, carers, GPs, secretaries, and other agencies.
• Maintain effective filing systems, including retrieval of archived files.
• Photocopy and maintain adequate stocks of team forms and leaflets.
• Coordinate and book rooms for meetings, clinics, and client appointments.
• Order stock and non-stock items for the service as required.

Detailed job description and main responsibilities

• Uphold confidentiality and ensure security of client data in line with Trust policies.
• Provide accurate, timely, and professional administrative support to a multi-disciplinary Community Learning Disability Team.
• Respond promptly to staff queries and provide day-to-day administrative assistance.
• Ensure effective communication within the team and with external stakeholders, maintaining a helpful and supportive approach.
• Liaise with the estates department to address repairs and maintain a safe working environment.
• Share responsibility for securing the building at the end of the day.
• Implement Trust and team policies and procedures, recommending improvements where appropriate.
• Adapt to the evolving needs of the service, demonstrating flexibility in carrying out a range of administrative tasks.