Administrator

North Cheshire and Mersey NHS Foundation Trust (BCH)

Weston-super-Mare

On-site

GBP 21,000 - 26,000

Full time

6 days ago

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Job summary

North Cheshire and Mersey NHS Foundation Trust (BCH) is seeking an attentive administrator to provide reception and comprehensive administrative support to HQ and corporate services. You will be the first point of contact for patients and visitors, handling calls and face-to-face enquiries with tact and professionalism.

The role includes filing, document handling, appointment bookings, and ensuring accurate records across electronic and paper systems, with a strong focus on customer service and

Responsibilities

Act as first point of contact for all client enquiries, answering calls in an efficient, tactful and professional manner.
Liaise with internal services and partner agencies as directed.
Manage generic email addresses and re-direct email correspondence as appropriate.
Carry out general reception duties and maintain a neat reception environment.
Access the patient booking system to book routine follow-up appointments.
Maintain the fob access system and audit records.
Maintain signing-in attendance sheets and car parking registrations.
Display information sources at reception with posters and leaflets.
Deal with internal/external mail and redistribution to relevant departments.
Handle post, photocopying, scanning, filing and archiving in line with Trust policy.
Provide relief cover at other locations as required by Management.
Report faults or building defects to the CAFM Helpdesk.
Maintain stationery stock and place requisitions onto the Purchase Ordering system.
Book meeting rooms and keep room availability updated.
Update corporate diaries as requested.
Attend local team meetings as directed by Line Manager.

Job description

Provide a comprehensive administration support service to include typing of a range of documents Receives and deals with telephone calls for the department and taking appropriate action when necessary To act as first point of contact for all patient and carer enquiries, responding to telephone and face to face enquiries in an efficient, tactful and professional manner, redirecting calls, taking action as appropriate. Liaising with internal and external services and partner agencies when necessary as directed. To have excellent communication skills and the confidence and skills to talk to people who may have communication difficulties Ensure that all departmental electronic and paper records are correct and up to date, including accurate filing of general documentation and results if (clinical based) Prepare case notes and patient files front sheets/labels/date of clinic/clinician, History sheet, other information as required by individual clinics. Opening, sorting, distribution and dispatch of post The accurate production, editing of, and storing of documents (i.e., letters to clients, patients and GPs (if clinical based) using appropriate electronic systems (such as audio typing) Use of all Trust information and computer systems for day to day processes e.g. e-mails to receive and pass on information, tracking documentation and notes. Support the day to day call centre Answer phone and book appointments for patients Ensure EMIS is running correctly and appointments are booked at the correct location and time

Job Purpose:

To provide reception & administrative support to HQ and corporate services and associated health professionals; To provide a customer focused service to the users of the building;

Duties and Responsibilities:

To act as first point of contact for all client enquiries, responding to telephone and face to face enquiries in an efficient, tactful and professional manner, redirecting calls, taking action as appropriate.
Liaising with internal services and partner agencies when necessary as directed.
To manage generic email addresses and action/re‑direct email correspondence as appropriate.
To carry out general reception duties where required maintaining a neat and tidy reception environment;
To access the patient booking system to include arriving patients and booking routine follow up appintments.
The maintenance of the fob access system to include fob distribution and audit record keeping;
Maintain signing in attendance sheets and where apppropiate maintain car parking registration details of all staff.
To display and ensure availability of information sources at reception with an adequate and attractive display of front desk poster and leaflet materials;
To deal with all internal/external mail and redistribution to relevant department;
To accept deliveries and ensure these are dealt with promptly;
To maintain an effective photocopying, scanning, filing and archiving system including records management in line with Trust policy;
To provide relief cover at other locations as required by Management
To report any faults, defects or building defects to the CAFM Helpdesk;
To maintain appropriate levels of stationery stock;
to place requisitions onto the Purchase Ordering system;
To book meeting rooms within the premises and keep room availability updated as appropriate;
To update and maintain corporate diaries as requested;
To undertake delegated duties commensurate with the banding;
To attend local team meetings as and when directed by Line Manager;