Reception/ Admin - Maternity cover - Colchester

Outlook Care; Colchester; On-site; GBP 18,000 - 23,000; Full time

Benefits offered by this job

Comprehensive induction

Refer a Friend scheme

Disability friendly

Workplace pension

Job summary

Outlook Care in Colchester seeks a Receptionist/Administrator for Foxburrow Grange to provide a welcoming, efficient front-of-house service. You will manage calls, assist with admissions, and support HR onboarding while handling records with confidentiality.

The role is a full-time, on-site 6+ month maternity cover, with a busy, varied workload and opportunities to contribute to residents' care and smooth daily operations.

Qualifications

• Good general education up to GCSE level including Maths & English or equivalent.
• Polite, courteous and professional telephone manner.
• Strong written and verbal communication skills with internal and external customers.
• Highly organised, efficient and autonomous.
• Friendly and approachable with attention to detail.
• Able to work independently or as part of a team.
• Trustworthy and able to handle confidential information.

Responsibilities

• Provide a welcoming, professional reception service at Foxburrow Grange.
• Manage incoming calls and messages, ensuring accuracy and prompt replies.
• Assist show rounds and admissions for prospective residents and families.
• Support HR onboarding and recruitment administration as required.
• Handle post, filing, scanning and archiving with confidentiality.
• Maintain a clean, well-organised reception area and visitor sign-in.

Skills

Customer service

Administration

Microsoft Office

Telephone handling

Organised

Team player

Education

GCSE English & Maths

Tools

Microsoft Office

Job description

About Outlook Care:

Outlook Care is a specialist provider of learning disability services across London and Essex. We also specialise in dementia, elderly care, end of life and mental health. Outlook Care started in 1990 and has now been running for over 30 years. We pride ourselves on our strong values:

• Listen - always with interest, concern and action
• Inspire - through every interaction so people can achieve their ambitions
• Kind - genuine care and compassion
• Excellence - by striving to be the best we can
• Integrity - acting ethically and being accountable
• Trusting - rely upon us to do what we say we will do

Benefits at Outlook Care:

We understand how important our employees are and to support you in making a difference to people’s lives, we have a fantastic range of benefits:

• Comprehensive induction
• Refer a Friend scheme
• Disability friendly
• Workplace pension

About you:

Essential:

• Good general standard of education (to GCSE level) including Mathematics & English or equivalent qualifications / experience.
• Polite, courteous and professional approach to dealing with telephone enquiries.
• Good verbal and written communication skills and the ability to communicate with internal and external customers.
• Highly organised, efficient, and autonomous.
• Friendly and approachable with an attention to detail.
• Good literacy and numeracy skills with the ability to provide accurate documentation.
• Flexible and able to deal with a busy and varied role.
• Trustworthy and able to deal confidentially with information.
• Previous experience in a customer facing or administration/reception role
• Administrative and office skills with proficiency in Microsoft Office applications
• Ability to work individually or part of a team.

Desirable:

• Ability to manage own time, prioritising, and organising work appropriately.
• Ability to work with initiative within the boundaries of the role
• Good time-management and organisational skills.
• Professional, neat appearance.

Job Role:

The Receptionist / Administrator will provide a welcoming, professional and efficient reception service at Foxburrow Grange, acting as the first point of contact for visitors, prospective residents, families, professionals and contractors. The post will also manage incoming telephone calls across Outlook Care, ensuring enquiries are handled appropriately and messages communicated accurately and promptly.

Support the smooth running of Foxburrow Grange by managing all reception duties, including welcoming visitors, maintaining a clean and professional reception area, issuing and monitoring visitor access cards, and ensuring visitors and contractors are appropriately signed in and out.

Act as the main point of contact for prospective residents and their families, responding to enquiries, arranging and assisting with show rounds and admissions, and working closely with the Home Manager and Business Administrator to ensure the admissions process is followed accurately and in line with agreed processes and strategy.

Provide effective administrative support to Foxburrow Grange and Outlook Care by managing incoming and outgoing post, maintaining accurate records, filing, scanning, photocopying and archiving, and ensuring confidential information and documentation are handled appropriately at all times.

Support recruitment and onboarding through recruitment administration, pre-employment checks and leaver documentation, while providing general HR and administrative support as required. The post will contribute to the effective day-to-day administration of the home, using initiative to prioritise workload, respond to changing demands and provide a high standard of service to residents, families, visitors and colleagues.

The Service:

Foxburrow Grange is a 69 bed home with state-of-the-art facilities with an outstanding and friendly team of dedicated staff. The home has been delivering person-centred care for 30 years, is within easy reach of major transport links and close to Colchester town centre. The home comprises of four wings. On the ground floor are 32 bedrooms for residents with dementia, with a further 37 rooms on the first floor for people in need of nursing and/or dementia care.

Important Information:

• This post is subject to a satisfactory enhanced DBS disclosure.
• We strongly recommend you are vaccinated against Covid-19.
• Right to work documentation will need to be provided.
• Certificate of sponsorship is unavailable at this time (Skilled worker route).
• This is a 6+ month maternity cover contract with a possibility of extension.

#NOPS