Receptionist/Administrator

Job overview

The Trust is looking for a flexible and enthusiastic Receptionist/ Administrator to join our friendly and welcoming admin team at the Woodlands Centre for Acute Care. We are a 23-bed inpatient unit, comprising female and male wards, two 136 Place of Safety Suites, and the Crisis Resolution and Home Treatment (CRHT) team.

This role offers an excellent opportunity to develop a broad range of administrative and interpersonal skills in a varied and rewarding environment. As a key member of the Reception and Administration team, the post-holder will support the smooth running of the overall Woodlands service, undertaking a range of reception and administrative duties.

The position is fast-paced and people-focused, involving regular contact with patients, the multidisciplinary team (MDT), external agencies, and carers, both in person and over the phone.

We are looking for someone with:

• Excellent customer service and communication skills
• Strong attention to detail and accuracy
• A flexible approach, with the ability to cover colleagues’ annual leave and sickness when required
• A positive and professional attitude

Main duties of the job

• Welcome and assist members of the public, service users, carers/relatives, and staff in a professional and empathetic manner.
• Communicate clearly and sensitively, particularly when dealing with individuals who may be distressed or upset.
• Maintain the efficient operation of the reception area, ensuring all visitors and calls are managed promptly and appropriately.
• Provide general administrative support to the wider team as required, including filing, scanning, archiving, uploading documents, printing, auditing, and other administrative tasks to support the overall function of the team.
• Uphold the highest standards of confidentiality, data protection, and security at all times to safeguard both patient and staff information and their safety.
• Ensure accuracy and attention to detail in all administrative processes and record-keeping.
• Contribute to a positive and supportive working environment, demonstrating professionalism, flexibility, and teamwork in all interactions.
• Ensure the reception area and adjoining rooms are kept clean, tidy, and well-presented, reporting any maintenance issues as appropriate.

Detailed job description and main responsibilities

• Excellent verbal and written communication skills.
• Strong interpersonal skills with the ability to handle sensitive situations with empathy and discretion.
• High level of attention to detail and accuracy.
• Ability to prioritise workload and manage time effectively in a busy environment.
• Commitment to delivering outstanding customer service and maintaining confidentiality.

In order to be a successful Receptionist/Administrator in our team you will have:

• A relevant NVQ Level 2/3 qualification / RSA 3 or equivalent
• Experience in a Administration role or relevant administration experience
• Experience using Microsoft Office including Outlook, Word and Excel
• Experience of working within a physical or mental health care setting although not essential.
• Are familiar with the use of Carenotes

It would also be advantageous if you:

• Have experience of working within NHS

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.