Outpatient Administrator/Reception

Transformationunitgm; Welwyn Garden City; On-site; GBP 25,000 - 27,000; Part time

Job summary

A leading mental health service provider is seeking a part-time Outpatient Administrator/Receptionist to join their team in Welwyn Garden City. The role involves managing outpatient clinics, appointment scheduling, and providing excellent customer service in a busy reception environment. Applicants should demonstrate strong IT skills and the ability to interact positively with service users and staff alike.

Qualifications

• Good communication skills under pressure required.
• Demonstrate an understanding of confidentiality.
• Experience with Microsoft Office applications essential.

Responsibilities

• Manage outpatient appointments and assist clinical staff.
• Handle phone calls and in-person queries professionally.
• Maintain accurate patient records and manage the reception area.

Skills

IT skills

Interpersonal skills

Organizational skills

Customer Service

Education

Good level of education/GCSE incl. English Language/ Numeracy

ECDL or equivalent

NVQ II or equivalent, or willing to work towards

RSA II or equivalent, or willing to work towards

Tools

Outlook

Word

Excel

EPR Systems

Job description

Main area Outpatient Administrator/Receptionist Grade NHS AfC: Band 3 Contract Permanent Hours Part time - 22.5 hours per week (Monday, Tuesday & Thursday) Job ref 367-ACMS-9434

Employer Hertfordshire Partnership NHS Foundation Trust Employer type NHS Site Rosanne House Welwyn Garden City, AL8 6HG Town Welwyn Garden City Salary £25,883 - £26,958 per annum, pro rata (Inclusive of 5% HCAS) Salary period Yearly Closing 02/07/2025 23:59

NHS AfC: Band 3

Values Based Screener

At Hertfordshire Partnership Foundation Trust we are looking for people to join us who share our values and those of the NHS. Before your application can be considered please take part on our online values questionnaire, which you can find below. When you have finished you will be sent a 'completion code' by email, which will be valid for 6 months and required to submit your application form.

An opportunity has arisen for a Receptionist/Outpatient Administrator to join the Trust's Community Mental Health Services Team, based at Rosanne House, Welwyn Garden City.

The successful candidate will contribute to the provision of a comprehensive, efficient and effective administrative service. To work alongside the current outpatient receptionist in dealing with service users and visitors to HPFT, at front of house reception. To provide support to the team leaders and clinical staff with day to day administration tasks, including, appointment diary administration, room bookings and on-going database management, using the Trust's systems. The role will involve some financial responsibility for client finances.

The post holder will be required to work independently using initiative, and applying a high degree of confidentiality to all of their work. To undertake non-routine duties without direct supervision, working within broad procedural guidelines.

Applicants must demonstrate excellent IT skills, a good working knowledge of Microsoft Office applications and accurate typing is essential. This is a very busy and varied role, responsible for all aspects of reception/administration and will involve daily face to face service user contact, so good interpersonal skills are required.

Please read the Job Description & Persons Specification

Main duties of the job

To work as part of a Team and to be responsible for the administration of outpatient clinics, liaising with doctors, service users and professional staff on an ongoing basis. Duties include responsibility for managing outpatient appointments on the Electronic Patient Records (Paris); Inputting all relevant clinical data: registering of patient details and continuous updating of patient records, and liaising closely with the team secretaries; To maintain a small switchboard and transfer calls throughout the unit; dealing with visitors to the Unit; distributing incoming mail and managing the outgoing mail; logging faults with Estates and ensuring that the reception area is a tidy and safe environment for all visitors.

Our family of over 4,000 members of staff provide health and social care for people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, Essex and Norfolk, delivering these services within the community and several inpatient settings. Everything is underpinned by choice, independence and equality, with our Trust values embedded throughout:

Welcoming. Kind. Positive. Respectful. Professional.

About us - Hertfordshire NHS Partnership Trust

Heard. Respected. Included. Together, we help people with mental ill-health, learning disabilities and autism to live life to the fullest. We work throughout Hertfordshire, Buckinghamshire, Norfolk...https://www.hertsnhsgreattogether.co.uk/

Detailed job description and main responsibilities

• Responsible for the smooth running of the outpatient clinics from the reception desk, providing support to clinicians holding clinics.
• To ensure accurate data registered on EPR (Paris); to produce data for audits when asked to do so.
• Responsible for ensuring that all visitors to the Unit and all telephone calls are dealt with promptly and in a professional manner; bearing in mind the need for confidentiality and the requirement to promote the Trust’s corporate image
• Responsible for the management of a web-based Room Bookings system;
  
  • To manage the outcomes of the clinics for the teams and record outcomes onto Paris (EPR). Training will be provided.
  • Diary management for and during outpatient clinics
  • answer all incoming calls and dealing with queries appropriately.
  • manage all incoming and outgoing mail to the unit.
  • Responsibility for the tidiness of reception areas and clinical spaces.
  • Responsibility for ensuring all correspondence is accurately and appropriately presented using current methodologies and medical terminology.
  • To use knowledge and experience to meet the needs of the teams by completing non-routine tasks on a daily basis.
  • To update skills and attend the necessary mandatory training.
  • To demonstrate excellent IT skills, a good working knowledge of Microsoft Office applications and accurate typing is essential.
  • To keep Appointeeship monies up to date and accurate.
  • Reporting maintenance and cleaning issues to the Helpdesk and recording accurate job references; reporting major issues to the Site Manager
  • the management of personal alarms and ensuring that these are always charged regularly.

Person specification

Education/Qualification

• Good level of education/GCSE incl. English Language/ Numeracy
• ECDL or equivalent.
• NVQ II or equivalent, or willing to work towards this qualification
• RSA II or equivalent, or willing to work towards this qualification

Skills & Knowledge

• Knowledge of office procedures, Good language skills;
• Proficiency in the use of Outlook, Word & Excel/knowledge of EPR Systems;
• Evidence of good organisational skills; prioritising a workload, particularly under pressureithin agreed guidelines
• Evidence of exercising initiative, tact and judgement/ Decision making.
• Appreciation of confidentiality/Confidentiality Act
• Evidence of Team work/Team tasks undertaken.
• Knowledge of the Trust Values and behaviours, Kind, Welcoming, Positive, Respectful and Professional
• Keyboard skills to a high level

Skills

• Evidence of Customer Service/Reception skills
• Keyboard skills/Additional skills appropriate to the post
• Ability to use discretion

Communication Skills

• Evidence of effective communication under pressure
• Ability to deal with challenging behaviour/barriers to communication
• Additional communication skills appropriate to the post

About us

Hertfordshire Partnership University NHS Foundation Trust (HPFT) is rated by the Care Quality Commission as an Outstanding provider of mental health and learning disability services. In 2021, we won the prestigious Health Service Journal award for Mental Health Trust of the Year, with the judges saying they were “blown away” by our people’s achievements and that everything they saw “sings and hums”. This year, our staff rated us the 4 th best mental health and learning disability trust to work for out of all 52 trusts in the country. Our staff tell us that they are proud to be part of the HPFT team, proud of the standard of care we provide and proud that service users are our top priority. Our people tell us they feel supported though a great development, wellbeing and work-life balance offer and a highly compassionate, values-driven culture. We are equally proud of our staff, who live our values of being welcoming, kind, positive, respectful and professional so that together we provide great care and great outcomes for our service users and carers.

If you would like to join a team to be proud of and you share our values and passion for great care and outcomes for our service users and carers, we would love to hear from you.

Additional Information

HPFT is committed to being an equal opportunities employer and in order to reflect the diversity of its population, positively encourages applications from all areas of the community. We aim to be a representative organisation with regards to age, disability, ethnicity, gender, beliefs and sexual orientation and are fully committed to equality, diversity and human rights and encourage applications from all sections of the community including users of mental health services.

The Trust is committed to helping staff balance work and home life and welcomes applications from candidates wishing to work part-time or under flexible working arrangements.

Infection Control

All our staff will need to comply with current Infection Prevention and Control measures which could include wearing a mask on all our Trust sites and in all roles

AI Usage Guidance

While Artificial Intelligence (AI) can aid you in completing your application, these tools cannot fully grasp the context of requirements of the job you’re applying for, nor can they accurately reflect your skills, knowledge and experience. Please ensure you have tailored your application before submitting it.

For further information, please refer to the Trust’s guidance on AI usage document which can be found below.

Visa and Immigration

Candidates who require a Skilled Worker visa to work in the United Kingdom can determine the likelihood of obtaining a Certificate of Sponsorship for this position by assessing their circumstances against the criteria specified on theCheck if you need a UK visa - GOV.UK website. We would encourage all applicants to review the criteria carefully to understand their eligibility for sponsorship. Those who are on a visa will be issued with Fixed Term Contract in line with your visa end date.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Application numbers

This vacancy may close early if we receive a high number of applications. Please complete and submit your application promptly.