Receptionist

Total Care Recruitment; Belfast; On-site; GBP 20,000 - 25,000; Full time

Job summary

A healthcare support organization in Belfast is seeking a skilled receptionist to provide high-quality administrative support at Trust Headquarters. The ideal candidate will have strong organizational skills, at least 1 year of relevant experience, and will act as the first point of contact for visitors and calls, ensuring a welcoming environment.

Qualifications

• At least 1 year’s experience in a receptionist/administrative position.
• Word/Text Processing Level 2 (OCR/RSA or equivalent).

Responsibilities

• Act as the first point of contact for visitors.
• Manage visitor and contractor sign-in procedures.
• Handle incoming and outgoing calls.
• Maintain reception and meeting room booking systems.

Skills

Organisational skills

Communication skills

Teamwork

Education

5 GCSEs at Grade C or above

Job description

Overview

The post holder will provide an efficient and high-quality receptionist and administrative support service at Trust Headquarters, as well as clerical/administrative support to other Directorates as required. The role requires strong organisational skills, the ability to prioritise workloads, and a professional, welcoming approach to staff, service users, and visitors.

Responsibilities

• Act as the first point of contact for visitors and telephone enquiries in a courteous, professional, and sensitive manner.
• Manage visitor and contractor sign-in procedures, ensuring all Health & Safety documentation is completed.
• Handle incoming and outgoing calls, including urgent and emergency queries, redirecting to the appropriate service as required.
• Maintain reception and meeting room booking systems, ensuring areas are welcoming and safe.
• Record complaints, compliments, and estates faults, ensuring accurate logs and follow-ups.
• Provide administrative support including audio transcription, data input (e.g. Datix reports), document preparation, filing, photocopying, and mail handling.
• Operate and monitor office systems such as access control, CCTV, fire checks, and emergency procedures.
• Support stock control and ordering of office consumables.
• Provide training and support to new reception staff where necessary.
• Undertake any other duties appropriate to the role as directed.

Essential Criteria

• 5 GCSEs at Grade C or above (including English/English Language) OR equivalent qualifications.
• At least 1 year’s experience in a receptionist/administrative position OR 3 years’ experience if not qualified.
• Experience of working in a team and using own initiative.
• At least 1 year’s knowledge of fire safety checks, including evacuation procedures.
• Word/Text Processing Level 2 (OCR/RSA or equivalent).

Desirable Criteria

• Experience using Datix for input of complex risk/incident data