Receptionist

NHS; Attleborough; On-site; GBP 24,000; Part time

Job summary

Join a forward-thinking organization as a Receptionist/Admin Support at a vibrant health center. This part-time role involves engaging with patients and managing administrative tasks in a dynamic environment. You'll be the first point of contact, addressing queries and ensuring smooth operations. With a supportive team and excellent training opportunities, you'll thrive in a culture that values care, respect, and dignity. Enjoy a comprehensive benefits package, including generous annual leave and wellbeing support, while making a meaningful impact in the community. Apply now to be part of a trusted healthcare provider!

Benefits

27 days annual leave

NHS pension scheme

Wellbeing support

Free parking

Comprehensive training programmes

Qualifications

• Proven administration experience in a busy office environment.
• Good keyboard and IT skills.
• Ability to work on own initiative and manage workload.

Responsibilities

• Answering telephone calls and greeting patients.
• Booking, amending, and cancelling appointments.
• Maintaining patient records and handling mail.

Skills

Microsoft Office

Organizational Skills

Communication Skills

Customer Care

Education

Maths and English GCSE (Grade C or above)

Tools

SystmOne

Cloudbooking

Powergate

Job description

Job summary

This vacancy is a for a Receptionist/Admin Support based at Attleborough Health Centre, Attleborough, here you will be covering all reception duties, this is a part time post, the hours are 0830 - 1630, Monday & Tuesday. You will be the first contact for the patient and representing the Trust. Attleborough Health Centre hosts a vast range of outpatient appointments, as well as checking patients in you will be dealing with lots of queries from both patients and colleagues, no two days are the same. This is a very interesting reactive role which can be busy and demanding , but completely satisfying. If you are successful you will be joining an admin team of approximately 19 members based around Norfolk - Wymondham, Dereham, Attleborough & Long Stratton.

Please note that we unfortunately cannot offer sponsorship for this position.

Main duties of the job

• Answering telephone calls
• Meeting and greeting patients
• Receiving and distributing post
• Scanning
• booking/amending & cancelling appointments
• Re-acting to whatever walks through the door
• Supporting patients and staff with queries
• Ad-hoc tasks - role appropriate

About us

This is a rare and wonderful opportunity to work for the Norfolk Community Health and Care Trust, this is a fantastic organisation, you will have regular supervisions and be fully supported and trained. The Trust is like a family where there is constant support, feeling valued is utmost within this establishment. All staff adhere to the Behaviour Framework where the top of the list is 'Care, Respect & Dignity' this applies to colleagues and patients. Come work for an organisation that you can feel Proud of.

• Good benefits package including a minimum 27 days annual leave, plus Bank Holidays.
• Opportunity to join the NHS pension scheme.
• Wellbeing support (gyms, free eyesight test, cycle to work scheme, staff physio service and wellbeing resources).
• Free parking at most sites.
• Supportive, positive culture that is well led, with regular supervision.
• Comprehensive in house and external training programmes available.
• Gain experience and learning whilst making a difference and working for one of the world's biggest brands - the NHS.

Apply now to join an organisation that has been awarded an 'Outstanding' rating by the Care Quality Commission (CQC), the highest possible rating and the first stand-alone NHS community trust in the country to be awarded the title.

Date posted

02 May 2025

Pay scheme

Agenda for change

Band

Band 2

Salary

£23,615 a year per annum pro rata

Contract

Permanent

Working pattern

Part-time

Reference number

839-6969292-AB-B

Job locations

Attleborough Health Centre

Station Road

Attleborough

NR17 2AS

Job description Job responsibilities

To carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties which will include:

• Dealing appropriately with all telephone enquiries as well as face to face patient contact, which may include investigating and problem solving as well as regularly dealing with matters of a complex and/or distressing nature.
• Using a range of software programmes to produce, maintain and distribute documents, including adhoc and routine reports, spreadsheets, and databases, which may include medical terminology and clinic information.
• Photocopying, scanning and emailing documentation promptly and efficiently, generating and distributing letters, tasking clinicians, ensuring that all patient records are maintained and kept up-to-date. This includes the assembling of patient information packs to be handed out to patients.
• Receiving, sorting and distributing mail and ensuring that outgoing mail is sent in a timely manner.
• Researching appropriate websites, downloading and circulating documents as requested.
• Issuing parking permits to colleagues
• Issuing and activating door fobs

To open/close Reception office, greet visitors, provide information and direction, make and manage room bookings for staff and clinicians, resolving appointment conflicts as and when required.

To undertake receptionist/telephonist duties, be a point of contact for internal and external callers and visitors, accepting deliveries, re-directing callers and service users, where appropriate, and providing information or answering questions on routine matters and ensuring that accurate messages are passed on in a timely manner.

To communicate with patients and clients at an appropriate level providing clear information and guidance and dealing with patients fears and lack of understanding, exercising tact, judgement and confidentiality in dealing with and resolving routine enquiries, taking accurate messages and ensuring these are passed to the relevant person in a timely manner.

To provide basic administration support for Norfolk County Council (NCC) colleagues such as printing and posting, receiving and transferring of calls, receiving deliveries and greeting service users.

Inputting onto various databases and systems, including SystmOne, Cloudbooking, Powergate, and the Spine Portal within the required timescales and deadlines. This includes scanning documents onto patient records within a specific time frame.

To be responsible for the efficient use of office equipment and nursing supplies, monitoring and maintaining stock levels, requisitioning and receipting goods and services on the NHS procurement system, Powergate, and carrying out research into goods and services as directed.

To support site regularly with health and safety checks in clinical areas/rooms, reporting maintenance, security, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times. This includes carrying out checks to ensure the Defibrillator machine and panic alarms are working correctly.

Provide cover in other departments as required, during periods of absence, as directed by the Supervisor or Admin Team Leader. This may require travelling to other sites

To be committed to working within a changing environment, responding positively to new demands and changes. To be an active team member recognising potential problems, escalating these and any constructive ideas for improvement on to the Admin Team Lead.

It is the post holders responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.

To attend relevant team and service meetings, when required. These may be virtual or in person. This may require travelling to other sites.

Job description Job responsibilities

To carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties which will include:

• Dealing appropriately with all telephone enquiries as well as face to face patient contact, which may include investigating and problem solving as well as regularly dealing with matters of a complex and/or distressing nature.
• Using a range of software programmes to produce, maintain and distribute documents, including adhoc and routine reports, spreadsheets, and databases, which may include medical terminology and clinic information.
• Photocopying, scanning and emailing documentation promptly and efficiently, generating and distributing letters, tasking clinicians, ensuring that all patient records are maintained and kept up-to-date. This includes the assembling of patient information packs to be handed out to patients.
• Receiving, sorting and distributing mail and ensuring that outgoing mail is sent in a timely manner.
• Researching appropriate websites, downloading and circulating documents as requested.
• Issuing parking permits to colleagues
• Issuing and activating door fobs

To open/close Reception office, greet visitors, provide information and direction, make and manage room bookings for staff and clinicians, resolving appointment conflicts as and when required.

To undertake receptionist/telephonist duties, be a point of contact for internal and external callers and visitors, accepting deliveries, re-directing callers and service users, where appropriate, and providing information or answering questions on routine matters and ensuring that accurate messages are passed on in a timely manner.

To communicate with patients and clients at an appropriate level providing clear information and guidance and dealing with patients fears and lack of understanding, exercising tact, judgement and confidentiality in dealing with and resolving routine enquiries, taking accurate messages and ensuring these are passed to the relevant person in a timely manner.

To provide basic administration support for Norfolk County Council (NCC) colleagues such as printing and posting, receiving and transferring of calls, receiving deliveries and greeting service users.

Inputting onto various databases and systems, including SystmOne, Cloudbooking, Powergate, and the Spine Portal within the required timescales and deadlines. This includes scanning documents onto patient records within a specific time frame.

To be responsible for the efficient use of office equipment and nursing supplies, monitoring and maintaining stock levels, requisitioning and receipting goods and services on the NHS procurement system, Powergate, and carrying out research into goods and services as directed.

To support site regularly with health and safety checks in clinical areas/rooms, reporting maintenance, security, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times. This includes carrying out checks to ensure the Defibrillator machine and panic alarms are working correctly.

Provide cover in other departments as required, during periods of absence, as directed by the Supervisor or Admin Team Leader. This may require travelling to other sites

To be committed to working within a changing environment, responding positively to new demands and changes. To be an active team member recognising potential problems, escalating these and any constructive ideas for improvement on to the Admin Team Lead.

It is the post holders responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.

To attend relevant team and service meetings, when required. These may be virtual or in person. This may require travelling to other sites.

Person Specification Qualifications Essential

• Maths and English GCSE (Grade C or above), or equivalent
• Good keyboard and IT skills.

Desirable

• RSA typing or equivalent experience
• Shorthand

Experience Essential

• Proven administration experience in a busy office environment
• Proven experience of working as part of a team

Desirable

• Knowledge of NHS ordering systems
• Knowledge of SystmOne, PAS etc.
• Knowledge of NHS invoicing systems

Skills, abilities and Knowledge Essential

• Comprehensive working knowledge of Microsoft Office, especially Word, Excel and Outlook.
• Good organisational and communications skills
• Proven ability to work on own initiative, without direct supervision, prioritising and managing own workload
• Articulate, calm, polite and well-motivated with a positive attitude to customer care

Desirable

• Customer Care Skills
• Enhanced IT Skills
• Planning Skills
• Supervisory skills

Communication Essential

• Good communication skills

Personal Attributes/Behaviours Essential

• Enthusiastic and motivated
• Committed to providing the best possible service to patients
• Tact and diplomacy
• Able to work on own initiative
• Team Player

Other Essential

• Flexible attitude and approach to work to meet service needs
• Able to make own transport arrangements

Person Specification Qualifications Essential

• Maths and English GCSE (Grade C or above), or equivalent
• Good keyboard and IT skills.

Desirable

• RSA typing or equivalent experience
• Shorthand

Experience Essential

• Proven administration experience in a busy office environment
• Proven experience of working as part of a team

Desirable

• Knowledge of NHS ordering systems
• Knowledge of SystmOne, PAS etc.
• Knowledge of NHS invoicing systems

Skills, abilities and Knowledge Essential

• Comprehensive working knowledge of Microsoft Office, especially Word, Excel and Outlook.
• Good organisational and communications skills
• Proven ability to work on own initiative, without direct supervision, prioritising and managing own workload
• Articulate, calm, polite and well-motivated with a positive attitude to customer care

Desirable

• Customer Care Skills
• Enhanced IT Skills
• Planning Skills
• Supervisory skills

Communication Essential

• Good communication skills

Personal Attributes/Behaviours Essential

• Enthusiastic and motivated
• Committed to providing the best possible service to patients
• Tact and diplomacy
• Able to work on own initiative
• Team Player

Other Essential

• Flexible attitude and approach to work to meet service needs
• Able to make own transport arrangements

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details Employer name

Norfolk Community Health and Care NHS Trust

Address

Attleborough Health Centre

Station Road

Attleborough

NR17 2AS

Employer's website

https://www.norfolkcommunityhealthandcare.nhs.uk (Opens in a new tab)

Employer details Employer name

Norfolk Community Health and Care NHS Trust

Address

Attleborough Health Centre

Station Road

Attleborough

NR17 2AS

Employer's website

https://www.norfolkcommunityhealthandcare.nhs.uk (Opens in a new tab)