Admin/Receptionist

Job Summary

We are looking for an organized and committed Reception/Administrator to join our friendly team at Drury Lane Health & Wellbeing Centre, Wakefield. Drury Lane is a community hub providing Outpatient Services for Adults & Older People.

The hours for this role will be worked as 7.5 hours per day between 8.30am - 5.00pm Monday to Friday (22.5 post the days will be agreed around the needs of the service).

The right person will possess RSA 2 Word Processing qualification/NVQ Level 2, or an equivalent level qualification. Previous healthcare experience would be preferred, but is not essential; however, recent admin experience is essential. You must be proficient in the use of Microsoft packages including Outlook and Word and have the ability to learn new IT packages. You will be able to demonstrate excellent interpersonal, organizational, and communication skills combined with a self-motivated and flexible approach to work.

All employees of the Trust are strongly encouraged to be fully vaccinated against COVID-19 to protect patients.

Main duties of the job

Duties For These Roles Are Varied But Will Include:

1. Meet and greet visitors to Reception, including service users, carers, families, other professionals, estates and facilities staff, emergency services, support services.
2. Dealing with queries via person, telephone or post, signposting where applicable.
3. Making appointments.
4. Booking rooms.
5. Placing orders using Trust systems and maintaining stock levels.
6. Updating databases.
7. Scanning to Trust systems.
8. Auditing scanning.
9. Maintaining general Reception environment, reporting any issues as applicable.
10. Liaising with other staff regarding cover.
11. Other general admin tasks.

About Us

We are a specialist NHS Foundation Trust that provides community, mental health, and learning disability services for the people of Barnsley, Calderdale, Kirklees, and Wakefield. We also provide low and medium secure services and are the lead for the west Yorkshire secure provider collaborative.

Our mission is to help people reach their potential and live well in their communities. We do this by providing high-quality care in the right place at the right time. We employ staff in both clinical and non-clinical services who work hard to make a difference to the lives of service users, families, and carers.

We encourage and welcome applications from all protected characteristic groups; we value diversity and want our workforce to be reflective of our communities.

Job Description

Job responsibilities

RESPONSIBLE TO: Line Manager

JOB SUMMARY

The Post-holder Will:

1. Under the supervision/direction of the Line Manager, be aware of and able to undertake the routine admin/communication requirements of the service.
2. Provide a confidential service to clinical/support services, in an efficient manner.
3. Follow and ensure the service is provided in accordance with well-established policies, procedures, protocols, and guidelines.
4. Demonstrate knowledge of the service to enable the post holder to contribute and inform decision making within the service.
5. Work flexibly to meet the needs of the service.
6. Develop and maintain good working relationships by being flexible, adaptable, polite, positive, and empathetic.
7. Use effective verbal/written communication at all times, incorporating tact, empathy, consideration, courtesy, and confidentiality.
8. Assist in ensuring the service experienced is positive, and service user confidentiality is maintained at all times.
9. Contribute ideas and suggestions within the team, and be supported to progress as appropriate.

Person Specification

Essential

• Ability to be flexible to meet the demands of the post.
• Responsive attitude and approach.
• Dress appropriately for the environment.
• Ability to travel around the Trust as appropriate to role.

Essential Qualifications

• NVQ level 2 or RSA II or OCR II (or equivalent level of qualification in related subject e.g. business admin, typing/word processing, customer services);
• Or, be able to demonstrate competency at level 2.

Essential Experience

• In using Microsoft Word and other Microsoft applications, e.g. Excel, Outlook, PowerPoint.
• In using email, maintaining and updating paper and electronic diaries, arranging meetings.
• In working as an effective team member.
• Understanding of the need to maintain strict confidentiality.
• In using a degree of initiative.
• In organizing and prioritizing own tasks in order to meet deadlines.

Special Knowledge/Skills

• Good written communication skills, with the ability to deal with and prepare routine written correspondence.
• Good verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages.
• In decision-making and prioritization.
• Good Customer care skills.
• Good interpersonal skills.
• Diversity/Cultural awareness.
• Resilience to pressure and exposure to emotional/distressing situations.
• Non-judgemental, empathetic manner.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.