Head Office Receptionist

NHS Jobs; Tees Valley; On-site; GBP 21,000 - 26,000; Full time

Job summary

ELM Alliance Ltd is seeking a Head Office Receptionist to provide professional front-desk and administrative support. You will be the first point of contact for patients, practices, stakeholders and visitors, handling calls, booking appointments and managing emails with discretion and efficiency.

The role supports the Executive Leadership Team and wider head office, ensuring day-to-day operations run smoothly and confidential information is handled responsibly in a healthcare setting.

Qualifications

• GCSE English and Maths (C/4+).
• Experience in reception or administrative role.
• Experience in NHS/healthcare setting preferred.

Responsibilities

• Handle patient administration and appointments.
• Manage telephone enquiries and provide a welcoming service.
• Support executive and office operations with admin tasks.

Skills

Reception experience

NHS experience

Microsoft Office

Telephone handling

Organisational skills

Team player

Communication skills

Confidentiality

Education

GCSE English & Maths

NVQ in Business Admin

Customer service qualification

Tools

SystmOne

Outlook

Excel

Word

Job description

Job Summary

The Head Office Receptionist is responsible for providing a professional and efficient reception and administrative service to ELM Alliance The post holder will act as the first point of contact for patients member practices stakeholders and visitors managing telephone enquiries and providing a welcoming and professional service The role will support the Executive Leadership Team and wider head office team with a range of administrative duties ensuring the smooth day to day operation of the organisation

Responsibilities

Responsibilities include patient administration appointment booking NHS E Referral Service administration support for community sexual health services document management meeting administration and general office support

Reception and Telephone Duties

Act as the first point of contact for patients visitors member practices and stakeholders Answer incoming telephone calls promptly and professionally Respond to routine enquiries and direct calls appropriately Take accurate messages and ensure these are communicated in a timely manner Welcome visitors to Head Office and provide assistance as required Maintain a professional and customer focused service Manage Head Office email inboxes as required

Patient Administration

Book amend and cancel patient appointments using designated clinical systems Process referrals and appointment requests in accordance with organisational procedures Support the administration of NHS E Referral Service pathways Contact patients regarding appointments and service updates as required Maintain accurate patient records and administrative documentation Escalate patient concerns or issues appropriately Maintain confidentiality and sensitivity when dealing with patients and related information

Support clinic administration and reporting requirements

Support clinic administration and reporting requirements

Executive and Business Support

Provide administrative support to the Executive Leadership Team Arrange meetings and appointments as required Prepare meeting packs and supporting documentation Take and distribute meeting minutes and action logs Assist with diary management and coordination Support organisational events training sessions and staff meetings

General Administration

Scan photocopy and distribute documents Maintain electronic and paper filing systems Sort and distribute incoming and outgoing post Maintain records databases and spreadsheets Monitor stock levels Assist with audits and information gathering exercises Undertake other administrative duties appropriate to the role

Communication and Relationships

Communicate professionally with patients colleagues and stakeholders Promote a positive image of ELM Alliance at all times Develop effective working relationships with member practices NHS organisations and external partners Work collaboratively with colleagues across all departments

General

The post holder will develop a culture that promotes equality and values diversity Ensure the principles of openness transparency and candour are observed and upheld in all working practices The post holder will have or acquire through training provided by the organisation the appropriate level of safeguarding knowledge skills and practice required for the post and be aware of and comply with the organisations safeguarding protection policies and procedures

Information Governance

All staff must keep up to date with the requirements of information governance and must follow ELM Alliance Ltd policies and procedures to ensure that ELM Alliance Ltd information is dealt with legally securely efficiently and effectively Staff must appropriately manage the records they create or hold during the course of their employment with ELM Alliance Ltd making the records available for sharing in accordance with confidentiality policies procedures and guidelines including Freedom of Information Act two thousand and Caldicott Guidelines

Health and Safety

All staff have a duty to ensure the health and safety of themselves and others whilst at work Safe working practices and health and safety precautions are a legal requirement All accidents must be reported to your manager and in line with the general philosophy of ELM Alliance Ltd you must participate in accident prevention by reporting hazards and following relevant policies and procedures including Moving and Handling Guidelines

Risk Management

You are required to contribute to the control of risk and use the incident reporting system to alert ELM Alliance Ltd of incidents or near misses that may compromise the quality of services

Infection Control

All staff have a duty to comply with all ELM Alliance Ltd policies and guidelines in relation to Infection Prevention and Control You have a duty to ensure that you minimise the risk of infection and infectious diseases This responsibility includes minimising the risk by highlighting any concerns you may have to the appropriate person as identified in the policies and guidelines and challenging inappropriate infection control and hygiene practice

Equality and Human Rights

ELM Alliance Ltd will ensure that job applicants and prospective and current employees are treated solely on the basis of their merits abilities and potential without any unjustified discrimination on grounds of age gender gender reassignment sexual orientation disability family circumstances race colour nationality ethnic origin religion or belief trade union activity and social and economic status

Education Training and Qualifications

Essential General good standard of education with GCSE Grade C or Grade four or above in English and Mathematics Desirable NVQ Level two or above in Business Administration or equivalent qualification Customer service qualification Evidence of continuing professional development

Essential

Previous experience in a reception or administrative role Experience using SystmOne Experience working within a healthcare NHS or Primary Care setting Experience answering and managing telephone enquiries Competent in the use of Microsoft Outlook Word and Excel Excellent organisational and time management skills Ability to prioritise workload and manage competing demands Experience maintaining confidential information Strong attention to detail Excellent verbal and written communication skills Experience working as part of a team

Desirable

Experience using NHS E Referral Service Experience supporting meetings and minute taking Experience supporting senior managers or executives

Personal Skills or Attributes

Essential Friendly professional and approachable manner Excellent customer service skills Ability to remain calm and professional under pressure Flexible and adaptable approach Positive attitude and willingness to learn Ability to work independently and as part of a team Reliable and trustworthy Commitment to confidentiality and information governance High standard of accuracy and attention to detail Desirable Experience working with a wide range of stakeholders Interest in progressing within healthcare administration and business support functions