Business Support Receptionist

NHS Professionals; Portsmouth; On-site; GBP 14,000 - 19,000; Part time

Benefits offered by this job

Competitive pay rates

Bank shift availability across Trusts

Training and development opportunities

Manage shifts and timesheets via Bank/

Pension scheme availability

Job summary

NHS Professionals is seeking a friendly, professional Business Support Receptionist to join the team at The Orchards, Southsea. The role focuses on delivering high-quality receptionist support and administrative duties to Consultants, Clinical Staff, Team Leaders and Service Users.

You will be the first point of contact for telephone calls, visitors and central emails, handling sensitive information with discretion and contributing to efficient service delivery.

Qualifications

• Strong administrative and data entry skills.
• Good IT knowledge, including Microsoft Office.
• Excellent attention to detail and accuracy.
• Ability to manage a high volume of data efficiently.
• System Knowledge: SystmOne (desirable) and MS Teams/Outlook.

Responsibilities

• Provide receptionist duties as first point of contact for telephone, visitors and central emails.
• Provide professional receptionist support to Consultants, Clinical Staff and Service Users.
• Maintain and coordinate administrative tasks and data entry within Trust systems.
• Assist with arranging appointments and opt‑in letters within required timeframes.
• Keep reception area tidy and manage mail, filing and scanning.

Skills

Strong administrative and data entry

MS Office

Attention to detail

Customer service

Tools

SystmOne

MS Teams

Outlook

Job description

Job Title: Business Support Receptionist

Trust Location: Hampshire & Isle of Wight Healthcare NHS FT

Location: The Orchards, Unit 1-14 Locksway Road, Southsea PO4 8FE

Hours: 22.5 hours per week

Working Pattern: Wednesday- Friday ( No Exception)

Duration: 2 Months

Job Reference: 92035

Job Summary:

To have a friendly and professional ethos within the team/department and ensure the service users are the utmost priority. High-quality patient care is at the heart of this role.

To provide comprehensive, professional and efficient receptionist support to the service. Maintaining effective and efficient delivery of our services, including administrative duties for the Consultants, Clinical Staff, Team Leaders and Service Users.

You Ll learn the following whilst working at the trust:

• 1. An in depth understanding of the roles and responsibilities involved in working within the NHS
• 2. Knowledge of the systems used, to effectively complete your role to the highest standard at all times
• 3. A sense of teamwork, gained through working alongside and supporting colleagues from all levels, within the organisation.

Key Duties and Responsibilities

• To provide receptionist duties as required. Including but not limited to being the first point of contact for:

• Telephone calls
• Visitors
• Central email inboxes
• Central referral sources e.g. Electronic Patient Record (EPR) systems

• Provide first point of contact for Service Users ensuring that opt in letters and appointments are booked within timeframes.
• The role will necessitate confidentiality at all times, with contact being face to face and via the telephone, requiring tact, sensitivity and reassurance at all times.
• Acting as first point of contact for all messages for the service and in a professional and polite manner. Assessing urgency of each message and using your initiative as to whether to seek guidance from team.
• Coordinate and organise actions arising from correspondence and ensure prompt and efficient response, as required, by the team/department staff.
• Coordination with other professionals, outside Agencies, legal staff, Trust staff etc and maintaining records.
• Use initiative, planning and organisational skills that this position demands in the delivery of general administrative duties:

• Photocopying, faxing, collating and distribution of documents as required;
• Accept, sort and distribute mail appropriately.
• Filing and retrieving notes from offsite;
• Scanning documents into Service Users electronic notes.

• To assist in the collection of data for the purpose of audit, research and service performance. Including updating and record information onto the Trust s electronic systems and databases as required within Trust key target times e.g. e‑rostering, data warehouse, RIO, SystmOne etc.

• Maintain admin systems and ensuring the work achieved and delivered is within key target times.

• Undertake any other duties appropriate to the role and banding to meet service needs.

• Maintaining/ordering supplies, maintaining tidy reception space/rooms

Freedom to act Alert the line manager or relevant member of the leadership team of any potential breached in relation to Information Governance and timescales for processing referrals.

Report defective equipment or health and safety issues, without delay to your line manager in accordance with Trust requirements, taking responsibility for your own office environment.

Alert line manager of practice breaches in agreed Service Admin systems and processes.

Make suggestions to line manager in relation to improving systems, ineffective/inefficient processes, and quality issues. Implement fixes where possible.

Staff Responsibilities

Provide advice, demonstrates own activities or workplace routines to less experienced staff within the team and the rest to the multiple disciplinary Team.

You Ll have the following skills/experience:

• Strong administrative and data entry skills
• Good IT knowledge, including Microsoft Office
• Excellent attention to detail and accuracy
• Ability to manage a high volume of data efficiently

System Knowledge: SystmOne (desirable as training will be given) , MS teams, Outlook - Covering Orchards (adults) and Limes (elderly) Reception

As a member of NHS Professionals, you have fantastic benefits:

Competitive pay rates- work this week, get paid next week

Essential support when you need it- 24/7 365 days- call us anytime

Multi locational- work across neighbouring Trusts

Manage your shifts and timesheets on the go- access your My Bank shift portal anywhere, anytime online or through your smartphone

Varied working options to suit your lifestyle- access to the Bank gives you options of ad hoc shifts or longer-term placements

Training and development opportunities- Keep up with the essentials and more

Build holiday allowance for every shift you work- your work life balance is important to us

Stakeholder pension scheme available- a flexible future for you and yours

Who are NHS Professionals?

We specialise in putting people in place to care. Every year we help thousands of dedicated candidates and highly skilled NHS workers enjoy better career opportunities, access to more shifts and a healthier work-life balance, giving more choice and control to our members.

As an equal opportunities organisation, NHSP is committed to the equal treatment of all current and prospective Bank members and does not condone discrimination on the basis of age, disability, sex, sexual orientation, pregnancy and maternity, race or ethnicity, religion or belief, gender reassignment, or marriage and civil partnership. We believe there is a strong case for the Equality, Diversity and inclusion agenda and we strongly encourage suitably qualified applicants form a range of backgrounds to apply.