Receptionist & Administrator

Somerset NHS Foundation Trust; Chard; On-site; GBP 20,000 - 25,000; Full time

Job summary

A healthcare organization in the United Kingdom is seeking a dedicated Admin/Receptionist to join their team. This role involves providing comprehensive administration and reception services, managing telephone calls, and ensuring effective communication. Candidates should possess an administration qualification or equivalent experience and have a strong focus on confidentiality and customer service. The position requires flexibility to handle various responsibilities across departments, making it ideal for adaptable individuals eager to contribute to a supportive healthcare environment.

Benefits

Flexible working options

NHS pension scheme

Generous annual leave allowance

Career development support

Blue Light Card for discounts

Qualifications

• Must be able to handle sensitive personal information with confidentiality.
• Previous administrative experience in a health care setting preferred.
• Must exhibit flexibility to cover departmental needs.

Responsibilities

• Provide reception service and manage telephone inquiries.
• Process and update patient data effectively.
• Ensure the confidentiality of patient information.

Skills

Effective communication

Flexibility

Customer service

Calm under pressure

Education

Business and Administration qualification or equivalent experience

Good general standard of education to GCSE level 4

Tools

Clinical computer systems

Job description

To work as part of the administration team providing comprehensive administration and reception services including phone duties, data input, scanning, manage and receive telephone calls and messages, always ensuring effective communication and courtesy, supporting the multi professional team members with administrative tasks and generally assisting in the coordination of the smooth running of the reception. The post holder will act as an ambassador for the service and will be the first point of contact and requires a great deal of flexibility. To provide administration and reception specific duties and to support and give assistance to other departments as required due to service needs at the direction of the Administration Team Leader and Senior Administrator, Matron or Senior Sister.

Main duties of the job

To receive telephone calls and messages sensitively always ensuring effective communication and courtesy.

To have the ability to defuse challenging situations in a calm manner.

To liaise effectively with other departments.

To deal with the possibility of having sight of personal medical information regarding friends or relatives, maintaining confidentiality, and delegating this task if necessary.

To deal with telephone enquiries from members of the public, GPs, and staff members from Acute Trusts and Agencies, and re-direct as necessary.

About us

At Somerset NHS Foundation Trust, we're committed to supporting our employees with a range of benefits designed to enhance your professional and personal life. We offer:

• Flexible working options to help you balance work and life
• NHS pension scheme for long-term financial security
• Generous annual leave allowance to recharge and relax
• A strong focus on career development to help you grow and achieve your potential

Additionally, you'll gain access to our Blue Light Card, unlocking exclusive discounts on shopping, dining, and leisure activities, as well as NHS-specific perks to support you both inside and outside of work.

We are proud to foster a diverse, skilled, and inclusive workforce, and we encourage applications from all backgrounds.

Why Somerset? Somerset offers the perfect blend of idyllic countryside, outstanding areas of natural beauty, and breathtaking coastlines, with vibrant cities like Bristol, Bath, and Exeter just a short drive away - and only two hours to London.

The region is home to excellent educational facilities, and with affordable housing compared to other parts of the country, it's a great place to build both your career and your future.

Somerset truly has it all - the peaceful countryside and cosmopolitan city life, with something for everyone to enjoy.

Job responsibilities

To provide reception service, alerting staff to potential urgent issues. Process, update and transmit patient data using the relevant computer system. Liaise with nurse specialist. Checking of patient notes for personal details, demographics, and safeguarding alerts when arriving them for their appointments within the hospital. Undertaking scanning on behalf of the UTC team. Being responsible for patients' wellbeing whilst in the waiting areas. Checking outcomes have been completed on the relevant computer system and refer for fracture clinic if an appointment required. Book appointment for x-ray patients using computerised system and check in on arrival. Being responsible for locking of the hospital front doors and securing the waiting area if relevant. Receive calls, take messages, and distribute accordingly. Responsible for giving out and receiving keys making sure they are all accounted for at the end of the shift if relevant. Dealing with sensitive information. Provide advice to patient on non-clinical issues. Booking transport for patients. Potentially dealing with aggressive patients and complex overseas patients.

Person Specification

Qualifications

• Business and Administration, Customer Service Level 2 qualification or equivalent experience in working in administration or prepared to undertake within agreed time scale.
• Evidence of administrative knowledge and skills equivalent to level of qualification.
• Good general standard of education to GCSE level 4 or equivalent.
• Knowledge in all clinical computer systems used within the role.

Experience

• Previous administrative experience and working as part of a team.
• Previous experience of working face to face with the public in a busy environment, preferably frontline.
• Health Care Sector administrative experience.

Additional Criteria

• Flexibility to cover annual leave and sickness absence across departments to meet the needs of the service.
• Car driver with a valid driving license or have access to transport with appropriate business insurance in order to travel to other sites to meet the needs of the service.
• Smart appearance.
• Confident but calm under pressure.
• Flexible and adaptable to meet the needs of the patients.
• Act in a way that supports equality and diversity.

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.