Receptionist

University Hospitals Of Leicester Nhs Trust; Leicester; On-site; GBP 21,000 - 25,000; Full time

Job summary

University Hospitals of Leicester NHS Trust is seeking a proactive receptionist/administrative assistant to join our Main Reception at one of the Trust’s acute hospitals. You will welcome patients and visitors, manage sign-in, issue badges where required, answer calls and direct enquiries, and support routine office tasks.

The role involves coordinating deliveries, handling post, room bookings, and basic security tasks such as monitoring access and alarms, while upholding Trust values,

Qualifications

• Must be able to demonstrate behaviours consistent with the Trust's Values and Behaviours.
• Equality, Diversity and Inclusion: able to demonstrate commitment to treating all individuals with dignity and respect.

Responsibilities

• Provide a friendly and efficient reception service to patients and visitors at the main reception.
• Sign-in visitors and issue identification badges where required.
• Handle telephone calls, directing and informing callers as needed.
• Carry out general office duties including typing, filing and basic IT tasks with MS applications.
• Report complaints and incidents following Trust policies and procedures.
• Monitor access and CCTV where installed; participate in alarm/testing duties as required.
• Coordinate room bookings and arrange needed equipment; manage deliveries and post.
• Order stock and stationery; organise patient transport and logs for audits.
• Maintain confidentiality and professional presentation in line with Trust policies.

Skills

Excellent telephone skills

Verbal and written communication

Teamwork

Punctual and flexible

Computer literacy

Confidentiality

Education

GCSE English & Maths

Tools

Microsoft Applications

Job description

Detailed job description and main responsibilities

• The job role will be in the Main Reception of one of three acute hospitals within the Trust to provide a friendly and efficient service to all patients and visitors who attend
  the site
• Ensuring, where appropriate visitors sign in and provide identification badges where
  required
• Key control responsibilities, issuing and maintaining a key log.
• Providing a prompt, efficient, polite telephone service, directing calls accurately and
  providing information as required.
• To undertake a variety of general office duties, including typing, filing and changing
  server backup tapes on a daily basis where required.
• Reporting of complaints and incidents adhering to policies and procedures.
• Responsible for monitoring access, CCTV (close circuit TV) functions where
  installed.
• May be required to test and co-ordinate personal alarm systems.
• Where there is on site car parking available, to be responsible to report incidents or issues occurring in the car park and where applicable administration of parking permits.
• Receiving and sorting post Internal and external with franking of post where required.
• Co-ordinating the delivery and collection of Lab samples via trust van drivers or couriers where required.
• Accepting, checking and distributing deliveries.
• Responsibility for co-ordinating and booking rooms for meetings and any necessary equipment or preparation that may be required.
• Logging and reporting of any defects/faults to the environment/equipment.
• Responsibility for ordering of stock, printer/photocopier toners and any stationery that may be required.
• Organise patient transport and reimburse monies where applicable, and maintain logs for audit purposes.
• Where applicable co-ordinating appointments.
• If required, fire warden responsibilities, ensure fire checklist form and walk rounds are completed.
• Provision of cover for colleagues for annual leave and sickness as required.
• A responsibility to raise alarms and lock down site following procedures in an emergency situation.
• Responsibility when entering and leaving, to unlock/secure and alarm
  deactivating/setting in the reception area and building where applicable.
• To maintain at all times a high standard of personal hygiene and presentation portraying a smart appearance in compliance with Trust uniform policy.
• To observe confidentiality of patients and employing trusts business at all times.
• To work as part of a team to deliver service continuity at all times.
• To comply with Health and Safety policy and procedures and to ensure a safe environment for employees, visitors, patients and contract
• Carry out any other duties as may be reasonably requested.

Person specification

Commitment to Trust Values and Behaviours

Essential criteria

• Must be able to demonstrate behaviours consistent with the Trust's Values and Behaviours

Equality, Diversity and Inclusion

Essential criteria

• Able to demonstrate a commitment to and understanding of the importance of treating all individuals with dignity and respect appropriate to their individual needs.

Training and qualifications

Essential criteria

• GCSE English & Maths
• Good working knowledge of and computer literate with knowledge and experience of using Microsoft Applications

Experience

Essential criteria

• Proven administration and secretarial skills experience.
• Ability to carry out instructions and duties as detailed in the job description.
• The use of IT and associated software systems and telephone communications systems.

Desirable criteria

• Experience of working within a busy healthcare/complex environment

Communication and relationship skills

Essential criteria

• Excellent verbal and written communication skills
• Ability to motivate others to achieve positive outcome Good interpersonal skills

Skills

Essential criteria

• Ability to work as a team member or on own initiative.
• Able to deal with, at times, contentious and sensitive issues in appropriate manner.
• Good telephone skills

Planning and organisation skills

Essential criteria

• Flexibility to cover the service and work

Other requirements specific to the role

Essential criteria

• Teamwork
• Punctual and flexible across the hours of work when required.

Equality, Diversity and Inclusion

Essential criteria

• Able to demonstrate a commitment to and understanding of the importance of treating all individuals with dignity and respect appropriate to their individual needs.
• All staff are expected to engage in compassionate and inclusive leadership in the provision of high quality care and interactions with others

Additional Information

UHL is an equal opportunities employer. We aim to employ a workforce that reflects the diverse communities we serve. We welcome applications from people from all backgrounds who match our job criteria.

Applicants who have a disability and meet the essential criteria for the job will be interviewed if you indicate you wish to be considered under the Guaranteed Interview Scheme. If you require a reasonable adjustment at any stage of the recruitment process please make the recruitment services team aware as soon as possible.

UHL is committed to helping colleagues balance the demands of both their work and personal needs through flexible working arrangements wherever reasonably practicable and subject to service needs.

Disclosure and Barring Service Check

Please note if you are successful in obtaining this position and the post involves regulated activity you will be required to undertake a Disclosure & Barring Service check.

The Trust will pay for the check initially and the money will then be deducted from your salary over a three month period commencing on your first month's payment.

The current price of a check is £38 for an enhanced and £18 for a standard check.

COVID 19 Risk Assessment

Due to the current Covid pandemic we have introduced a staff risk assessment into our pre-employment process. This now forms part of the mandatory pre-employment checks that will be carried out if you receive a conditional offer.

The risk assessment is intended to ensure you are able to safely perform your duties in any of our work areas, and if you have been identified as being particularly vulnerable to coronavirus. Our main aim is to reduce risk and to ensure the safety of all new starters to the Trust as well as current staff, patients and visitors.

If it is identified that you are within a vulnerable category, we will endeavor to make reasonable adjustments to accommodate this through discussions with both Occupational Health and your recruiting manager.

Covid Vaccination Status

Covid-19 vaccination remains the best way to protect yourself, family, colleagues and our patients/service users from the Covid-19 virus. We therefore continue to encourage our current and potential colleagues to get vaccinated.

University Hospitals of Leicester NHS Trust holds the principles of equality, diversity and inclusion at the heart of everything it does and all that it stands for. We are committed to developing a workforce that is representative of the community we serve. We welcome applications from the diverse community of Leicester, Leicester and Rutland, to help deliver healthcare services that meets the needs of our diverse communities.