Receptionist/ Administration Assistant

Mersey Care NHS Foundation Trust; England; On-site; GBP 20,000 - 26,000; Full time

Job summary

Mersey Care NHS Foundation Trust is seeking a motivated receptionist to join the Community Reception team across various sites. The role provides reception and administrative support, handling queries and ensuring smooth day-to-day operations while upholding confidentiality and high service standards.

You will need excellent communication, IT literacy and the ability to work independently in a busy environment.

Qualifications

• IT literate
• Proven experience of word processing, spreadsheet, and email software
• Experience of using patient administration systems
• Experience of general administration office skills - filing, photocopying, faxing, note taking
• Experience of working to conflicting demands and work effectively within teams
• Ability to work in a confidential and sensitive manner
• Experience of handling cash/raising invoices relating to patient charges
• Ability to plan, prioritise and schedule own work
• Good organisation skills
• Ability to work without supervision
• Able to work flexibly in accordance with service needs
• Effective communication and interpersonal skills including telephone skills and face to face communication

Responsibilities

• Receive and direct patients and visitors on arrival at the centre, providing reception services for patients, staff, public, internal and external customers and organisations ensuring sensitivity when dealing with distressing situations.
• Answering telephone calls using the switchboard system receive and process incoming and outgoing telephones calls, taking messages and responding appropriately to maintain effective communication channels.
• Sorting and distribution of mail to all departments.
• Assisting with the collection of data and statistics to produce standardised computer generated reports and/or statistical information for managers as and when required.
• Maintain filing systems and other records as required ensuring they are up to date and accurate and implement changes to systems and procedures as directed.
• To participate in meetings as required. To ensure a professional approach to work maintaining confidentiality throughout.
• Generally monitor security within the building.
• Ensuring reception and waiting areas are kept clean, tidy and safe.
• Report any incidents or accidents in accordance with Trust Policy.
• Staff may be required to work from other bases within the organisation.

Job description

We have a 9 month fixed term position for 37.5 Hours per week for a motivated and enthusiastic staff member to work for the Community Reception team working across various sites supporting the equipment services & wheelchair services support teams. The post holder will be customer focused and provide a comprehensive service. Communication and organisational skills are essential.

The post holder must have excellent inter personal skills, and be able to organise and prioritise their work schedule. They must be able to work on their own initiative, with excellent telephone manner and respectful confidentiality. Previous experience is desirable . Staff member must be willing to work across all sites as required.

Post holder will be required to cover sickness and absence. The service is open Monday to Friday 7am to 7pm depending on service needs and shifts are allocated according to ensuring service needs are met.

Main duties of the job

The post holder will provide reception and administrative duties to ensure the smooth day to day running of the work environment.

Work with colleagues in establishing and maintaining administrative procedures to promote patient satisfaction, respecting the confidential nature of information relating to the Trust, its staff and patients.

To participate in training and development programmes both internal and externally.

Ensure the delivery of the quality strategy within the designated area incorporating establishment of systems and processes.

About us

Mersey Care is one of the largest trusts providing physical health and mental health services in the North West, serving more than 1.4 million people across our region and are also commissioned for services that cover the North West, North Wales and the Midlands.

We offer specialist inpatient and community services that support physical and mental health and specialist inpatient mental health, learning disability, addiction and brain injury services. Mersey Care is one of only three trusts in the UK that offer high secure mental health facilities.

At the heart of all we do is our commitment to 'perfect care' - care that is safe, effective, positively experienced, timely, equitable and efficient. We support our staff to do the best job they can and work alongside service users, their families, and carers to design and develop future services together. We're currently delivering a programme of organisational and service transformation to significantly improve the quality of the services we provide and safely reduce cost as we do so.

Flexible working requests will be considered for all roles.

Job responsibilities

Receive and direct patients and visitors on arrival at the centre, providing reception services for patients, staff, public, internal and external customers and organisations ensuring sensitivity when dealing with distressing situations.

Answering telephone calls using the switchboard system receive and process incoming and outgoing telephones calls, taking messages and responding appropriately to maintain effective communication channels.

Sorting and distribution of mail to all departments.

Assisting with the collection of data and statistics to produce standardised computer generated reports and/or statistical information for managers as and when required.

Maintain filing systems and other records as required ensuring they are up to date and accurate and implement changes to systems and procedures as directed.

To participate in meetings as required. To ensure a professional approach to work maintaining confidentiality throughout.

Generally monitor security within the building.

Ensuring reception and waiting areas are kept clean, tidy and safe.

Report any incidents or accidents in accordance with Trust Policy.

Staff may be required to work from other bases within the organisation.

Qualifications

• GCSE or NVQ2 or equivalent experience
• Customer Service Qualification

Knowledge/Experience

• IT literate
• Proven experience of word processing, spreadsheet, and email software
• Experience of using patient administration systems
• Experience of general administration office skills - filing, photocopying, faxing, note taking
• Experience of working to conflicting demands and work effectively within teams
• Ability to work in a confidential and sensitive manner.
• Experience of handling cash/raising invoices relating to patient charges
• Ability to plan, prioritise and schedule own work.
• Good organisation skills
• Ability to work without supervision.
• Able to work flexibly in accordance with service needs.
• Effective communication and interpersonal skills including telephone skills and face to face communication

Values

• Continuous improvement - committed to making improvements to our services for the benefit of all
• Accountability - taking ownership to anticipate, develop and deliver high quality care
• Respect - how we treat others in an inclusive and supportive way
• Enthusiasm - demonstrate our passion and pride for what we do and how we do it.
• Support - actively supporting others with compassion and courage

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.