Secure Receptionist

Job overview

As the first point of contact for staff, patients, carers, and professional visitors, you’ll play a vital role in maintaining the safety, security, and smooth running of the unit. This is a unique opportunity to work in a highly professional and structured setting, where your communication skills and attention to detail will directly contribute to the wellbeing of those receiving specialist mental health care.

You’ll be responsible for managing reception duties, handling enquiries with sensitivity, and supporting both administrative and security procedures. From processing visitor access to coordinating maintenance requests and responding to emergencies, your role will be central to the safe and effective operation of the service.

We’re looking for someone who:

• Has excellent interpersonal and communication skills
• Can remain calm and professional in a secure and sensitive environment
• Is confident using administrative systems and technology
• Values teamwork and is committed to high standards of service delivery
• Is eager to learn and grow within a supportive team

Join us and be part of a team that truly makes a difference.

Please note - This role is not eligible for sponsorship unless you meet criteria by temporary exemption from current changes to immigration rules put in force on 22/07/2025. Separate provisions are applied to workers who have been sponsored and held continuously Skilled Worker visa since prior to 04/04/2024.

Main duties of the job

As a Receptionist in the Adult Forensic Service at GMMH, you will be the first point of contact for staff, patients, carers, and visitors, providing a professional and welcoming front-of-house service. You’ll manage access and egress using security systems, handle enquiries sensitively, and ensure messages are communicated accurately.

You’ll support a range of administrative tasks including maintaining records, processing correspondence, managing diaries, and preparing reports using Microsoft Office. You’ll also log maintenance issues and transport requests efficiently.

Security is a key part of the role. You’ll learn and apply protocols to maintain unit integrity, respond to emergencies, and liaise with the Safety and Security team to ensure a safe environment.

Teamwork is essential. You’ll work collaboratively with colleagues, participate in supervision and training, and uphold Trust policies. The role requires excellent communication, IT proficiency, attention to detail, and the ability to work independently under pressure. Flexibility, integrity, and a respectful approach to others are vital.

Detailed job description and main responsibilities

Main Responsibilities

Reception & Customer Service

• Welcome and manage all visitors, staff, and patients entering or exiting the unit, ensuring appropriate security checks are completed.
• Respond to telephone and face-to-face enquiries professionally and sensitively, ensuring accurate message-taking and prompt communication.
• Provide clear information regarding visiting policies and unit procedures to patients and visitors.

Administrative Duties

• Maintain accurate paper and electronic records in accordance with Trust data quality and confidentiality policies.
• Process incoming and outgoing correspondence, distribute documents, and support general clerical tasks.
• Input staff and visitor data into relevant systems, including ID pass and security equipment records.
• Prepare memos, reports, and other documentation to a professional standard.
• Log and report maintenance issues and transport requests efficiently using internal systems.

Security & Safety

• Operate and monitor visitor management systems to control access and egress in line with security protocols.
• Learn and apply emergency response procedures, including fire and psychiatric emergencies.
• Report incidents, near misses, and concerns promptly to the relevant manager or safety lead.
• Liaise with the Safety and Security team to ensure compliance with all relevant policies and procedures.

Teamwork & Collaboration

• Work collaboratively with colleagues across departments to support service delivery and maintain high standards.
• Participate in regular supervision, training, and development activities.
• Contribute to audits, surveys, and service improvement initiatives as required.
• Promote equality, diversity, and inclusion in all aspects of the role.

Essential Skills & Qualities

• Strong interpersonal and communication skills, with a professional telephone manner.
• Proficient in Microsoft Office (Word, Outlook, Excel) and confident using electronic diaries and databases.
• Excellent attention to detail and ability to maintain accurate records.
• Experience in customer service and dealing with a wide range of people.
• Ability to work independently, manage time effectively, and prioritise tasks under pressure.
• Knowledge of the Data Protection Act and patient confidentiality.
• Flexible, reliable, and adaptable to changing demands.
• Professional in appearance and conduct, with a respectful and empathetic approach to others.
• Honest, trustworthy, and committed to maintaining high standards.

Please see attached job description and person specification

Staff benefits

• Pay Enhancements
• 27 days annual leave plus bank holidays rising to 29 after 5 years and 33 days after 10 years
• Excellent pension
• Cycle to work scheme
• Salary sacrifice car scheme
• Wellbeing programme
• Blue Light Card Discounts
• fuelGenie Fuel Cards (for applicable roles)