Reception Administrator

Gloucestershire Health and Care NHS Foundation Trust; Gloucester; On-site; GBP 12,000 - 18,000; Part time

Job summary

Gloucestershire Health and Care NHS Foundation Trust in Gloucester is recruiting two part-time Reception Administrators to join the Gloucester Hub at Pullman Place. Each role is 24 hours per week with a fixed pattern (8:30am–5pm) and two permanent positions.

You will welcome service users, manage calls and visitors, and provide a confidential reception and administrative service in a busy environment. The successful candidate should have reception/administration experience and excellent customer

Qualifications

• Experience in reception/administration settings.
• Strong customer service and communication skills.
• Ability to handle queries professionally and discretely.

Responsibilities

• Greet clients and visitors professionally and answer enquiries.
• Handle queries face-to-face or by phone with discretion.
• Record and pass messages to the correct department.
• Manage incoming/outgoing mail.
• Book rooms using the computerised booking system.
• Operate photocopier and scan docs to RiO.
• Photocopy and maintain forms and paperwork.
• Update client files in RiO and Case Note Tracker.
• Update building telephone lists as required.
• Complete weekly reception tasks (forms, bookings, sign-ins).
• Keep reception and waiting areas tidy and up-to-date.
• Provide cover for other admin staff when needed.

Skills

Reception experience

Customer service

Administrative skills

Job description

We have an exciting opportunity for two part time Reception Administrators to join our reception team within our Gloucester Hub at Pullman Place. There are two permanent positions available. Both positions are part-time, 24 hours per week. (8.30am to 5pm). The working pattern is either Monday, Tues & Wednesday, or Monday, Thurs & Friday.

The Gloucester Hub accommodates approximately 270 staff, with 19 assessment rooms, 3 clinics, 6 large meeting rooms and over 18 teams working together.

It is essential that the successful candidates have a confident, calm and empathetic approach and are able to communicate effectively as part of a team. These roles are within a busy, dynamic and changing environment and a flexible and positive approach is essential.

You will be working collaboratively alongside Reception colleagues to ensure that all service-users are welcomed in a professional manner. You will also be managing the calls and visitor activity coming into the building, and providing a comprehensive, confidential, reception and administrative service.

If you are a team player with reception/administration experience and excellent customer service skills we would very much welcome your application.

• Welcome clients, relatives, and visitors in a friendly and courteous manner, assisting them with their enquiries.
• To deal competently and discreetly with queries either face to face or via the telephone using appropriate protocols
• Recording messages as appropriate and passing these on to the correct department
• To deal with all incoming and outgoing mail
• Tobe competent at booking rooms using the computerised room booking system.
• To be competent in the use of the photocopier, scanning in order to upload documents on to RiO (patient computerised filing system).
• Photocopying and maintaining adequate supplies of forms and paperwork.
• To process new files and maintain clients notes and records as appropriate using current RiO System and the Case Note Tracker System
• Update building telephone lists as and when required.
• Carry out weekly reception tasks to ensure continuous supply of forms for staff to use, room bookings, message pages and signing in pages.
• To keep the reception / waiting areas tidy and ensure notice boards are up to date.
• To provide cover for other administrative staff in their absence or as required by the Locality Support Services Manager

The qualification, training & experience requirements for the role are outlined in the Job Description/Person Specification.

We have a skilled and dedicated workforce of over 5000 colleagues working in a diverse range of services over 55 sites and within people's homes. We strive to enable a welcoming workplace culture that builds and celebrates civility, inclusivity and diversity, while providing a sense of belonging and trust.

Annual staff surveys, regular Pulse surveys and other engagement opportunities provide our people with lots of opportunity to tell us about their experiences of working with us. In the latest staff survey, 61% of colleagues gave us their views. It was great to hear that:

• 72% of colleagues would recommend the Trust as a place to work, ranking us 1st for Provider Trusts in the South West region on this question.
• 76% would recommend the standard of care provided in our services if a friend or relative needed treatment, also ranking us 1st in the South West region.
• 81% said that care of patients and service users is the Trust's priority, compared with an average in comparable NHS Trusts in England of 64%.

This high-level overview shows we are in a healthy position, with higher scores than average for comparable organisations, alongside a great response rate, indicating good staff engagement. However, we also know we have plenty of room for improvement in many areas. To that end, we continue to prioritise and invest in our commitment to genuinely becoming a Great Place to Work with consistent top-quartile performance in the annual staff survey and Pulse surveys.

This post requires the post holder to be able to undertake all statutory and mandatory training and post holders must be able to undertake physical interventions. Fitness for physical intervention will be assessed by Occupational Health.

To ensure you fully understand how the Trust, as a Data Controller, will process and store your data please read the attached document Applicant and Staff Privacy Notice' prior to applying for the role.

Candidates for any staff appointment shall, when making application, disclose in writing to the Trust whether they are related to any governor. Failure to disclose such a relationship may disqualify a candidate and, if appointed, may render them liable to dismissal.

This role is not eligible for sponsorship as per the Government's UK VISA and Immigration Rules and Regulations. For more information please visit https://www.gov.uk/browse/visas-immigration/work-visas