Receptionist

Transformationunitgm; Swaffham; On-site; GBP 24,000 - 28,000; Part time

Job summary

Transformationunitgm at Norfolk Community Health and Care NHS Trust invites applications for a part-time Receptionist/Admin Support role at Swaffham Community Hospital. The position entails handling inquiries, scheduling appointments, and providing support to both patients and staff in a dynamic healthcare environment. This opportunity offers flexible hours and a supportive team atmosphere, ensuring valuable experience within the NHS framework.

Benefits

Minimum 27 days annual leave

NHS pension scheme

Well-being support

Free parking

Comprehensive training programs

Qualifications

• GCSE in Maths and English required.
• Proven admin experience in a busy office.
• Comprehensive knowledge of Microsoft Office.

Responsibilities

• Answering telephone calls and greeting patients.
• Booking/amending & cancelling appointments.
• Sorting and distributing mail.

Skills

Good organisational skills

Customer Care Skills

Communication skills

IT skills

Education

Maths and English GCSE (Grade C or above)

Tools

Microsoft Office

SystmOne

Job description

Main area Admin Grade Band 2 Contract Permanent Hours Part time - 18.75 hours per week (Week 1 Monday & Tuesday, Week 2 Monday, Tuesday & Wednesday) Job ref 839-7223312-PG

Employer Norfolk Community Health and Care NHS Trust Employer type NHS Site Swaffham Community Hospital Town Swaffham Salary £24,169 pro rata per annum Salary period Yearly Closing 23/06/2025 23:59 Interview date 04/07/2025

Band 2

NCH&C is proud to be the first standalone NHS community trust in the UK to achieve an ‘Outstanding’ rating from the Care Quality Commission (CQC). Our focus is on continually improving the quality of care we offer to local people and on improving access to that care, helping people to move seamlessly from one service to another. Praising NCH&C’s “compassionate, inclusive and effective leadership at all levels”, the CQC observed that our staff are well supported to make positive changes and innovations.

Norfolk Community Health & Care NHS Trust is committed to continuing to create a modern and inclusive work environment. As part of this commitment we actively promote flexible working opportunities where possible, to meet the needs and wishes of our workforce to maintain and improve their wellbeing. The trust offers a range of flexibility, including flexible working patterns, and we would encourage you to discuss this with the recruiting manager before or during the application process if this would interest you.

We welcome applications from people who share our values and can help us deliver outstanding care in our local community.

Job overview

This vacancy is a for a Receptionist/Admin Support based at Swaffham Community Hospital, here you will be covering all reception duties, this is a part time/job Share post, the hours are Week 1: 0830 - 1630, Monday & Tuesday (15 hours), Week 2: 0830 - 1630 Monday - Wednesday (22.5 hours). You will be the first point of contact for patients and representing the Trust. Swaffham Community Hospital hosts a vast range of outpatient appointments as well as providing access to relatives visiting patients on the ward, 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 based around Norfolk - Kings Lynn and the Queen Elizabeth Hospital.

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

Working for our organisation

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.

Detailed job description and main 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 holder’s 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

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

Experience

• Proven administration experience in a busy office environment
• Proven experience of working as part of a team
• Knowledge of NHS ordering systems
• Knowledge of SystmOne, PAS etc.
• Knowledge of NHS invoicing systems

Skills, abilities and Knowledge

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

Communication

Personal Attributes/Behaviours

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

Other

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

Equal Opportunities - We are an equal opportunities employer and welcome all applications irrespective of age, disability, gender, sexual orientation, race or religion. Additionally, people with disabilities that fall under the Disability Confident Scheme will be offered an interview providing they meet the minimum criteria for the post (outlined in the Person Specification). All sites are Smoke Free.

Immigration Status- Norfolk Community Health & Care NHS Trust is a diverse employer and welcomes all job applications. However, potential applicants should note that although the Trust is registered with the Home Office as a sponsor organisation for migrant workers, sponsorship can only be offered against Skilled Worker visas. If you are an applicant from outside the UK and do not already hold a self-gained right to work, we recommend you check the Home Office eligibility requirements before making an application.

Please note: Although we are a registered sponsor organisation, we are unable to offer sponsorship for some job roles, and this will be identified through filtering questions at the start of any job application on the Trac recruitment system.

Redeployment - Please note that in the first instance priority for this vacancy will be given to NCH&C staff who are on the Trusts Redeployment Register.

DBS - If this post is subject to a Disclosure and Barring Service (DBS) check and you are not a current employee of Norfolk Community Health and Care NHS Trust or being recruited as an Apprentice then the cost of the DBS check will be automatically removed from your first month’s salary. However if you are registered with the update service this may not be required.

Closing and Interview Dates -This vacancy may close early if sufficient applicants are received.

Data Protection -A privacy notice detailing how we will handle your data is attached to this advert as a document. Your application will be transferred to our recruitment management system (Trac) once the advert has closed and you will receive notification then detailing how Trac will handle your data.

On April 1st 2025, the Boards of Norfolk Community Health and Care NHS Trust and Cambridgeshire Community Services NHS Trust will come together to deliver services as a group, with a singular board operating across both organisations. Both trusts are high performing specialist community health and care providers working in the East of England. Both have a strong track record, with the highest ratings from the Care Quality Commission, best in class NHS staff survey outcomes, and a decade of experience in innovation and clinical development.

The group model provides health and care services to a population of 3.2 million in their homes and neighbourhoods. We provide care that supports people from the very beginning to the very end of their lives.

We will remain two separate employers until further notice, and this role being advertised will be employed by Norfolk Community Health and Care NHS Trust.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.