Receptionist/Administrator - People Flexi-Bank

NHS; Epsom; On-site; GBP 20,000 - 25,000; Full time

Job summary

A leading health service provider is seeking an individual for a reception and administrative role within the Community Learning Disability Team in Epsom. Responsibilities include providing administrative support, answering inquiries, managing records, and ensuring confidentiality of client data. The ideal candidate will have NVQ Level 3 or equivalent experience, good typing skills, and the ability to work effectively in a team. This position offers a supportive environment with opportunities for professional growth.

Qualifications

• Experience working in an office environment.
• Good typing speed.
• Understanding of confidentiality and data security.

Responsibilities

• Provide accurate, timely, and professional administrative support to the team.
• Ensure effective communication within the team and with stakeholders.
• Implement Trust policies and procedures.
• Maintain a welcoming environment for clients.

Skills

Reception support

Communication

Data entry

File management

Team coordination

Education

NVQ Level 3/RSA Level 3 or equivalent

Tools

SystmOne

Excel

Job description

Surrey and Borders Partnership (SABP) is seeking an individual to provide reception and administrative support for a multi-disciplinary Community Learning Disability Team. The role involves face-to-face interaction with service users, their families and carers, medical professionals, and external agencies, ensuring a welcoming and efficient front-line service.

Location: Horizon House, 28 Upper High Street, Epsom, KT17 4QJ

Timing: Monday to Friday 9AM to 5PM

Main duties of the job

Provide reception support, including greeting clients and visitors, alerting team members of arrivals, and maintaining a welcoming environment.

Answer telephone enquiries, relay messages according to priority, and ensure courteous and professional communication at all times.

Undertake secretarial tasks such as preparing correspondence for GPs and other healthcare professionals, typing letters, memos, and reports.

Manage and maintain health records using Rio and other systems, ensuring accurate data entry.

Distribute and date-stamp all incoming and outgoing mail.

Administer the travel claim system, verifying claim validity.

Support team members in liaising with service users, relatives, carers, GPs, secretaries, and other agencies.

Maintain effective filing systems, including retrieval of archived files.

Photocopy and maintain adequate stocks of team forms and leaflets.

Coordinate and book rooms for meetings, clinics, and client appointments.

Order stock and non-stock items for the service as required.

About us

Surrey and Borders Partnership NHS Foundation Trust is the leading provider of health and social care services for people of all ages with mental ill-health and learning disabilities in Surrey and North East Hampshire. We also provide social care services for people with a learning disability in Croydon and ASD and ADHD assessment services in Hampshire.

We actively seek to engage people who use our services and our communities in improving the mental wellbeing of the local population. We work closely with other NHS and voluntary sector organisations who provide services and support people who use services and carers.

Surrey is a beautiful county lying just 30 minutes away from Central London and from the South Coast.

Our historic market towns and bustling districts are enveloped in wonderful countryside, and our excellent road and rail networks bring the rest of the country within easy reach.

For international travel, both Gatwick and Heathrow airports are nearby.

Would you like to work in an organization that sits in the top 10 best NHS Mental Health, Learning Disability and Community Services Trusts to work for? This ranking is based on staff feedback in the 2023 NHS Staff Survey.

Job responsibilities

Uphold confidentiality and ensure security of client data in line with Trust policies.

Provide accurate, timely, and professional administrative support to a multi-disciplinary Community Learning Disability Team.

Respond promptly to staff queries and provide day-to-day administrative assistance.

Ensure effective communication within the team and with external stakeholders, maintaining a helpful and supportive approach.

Liaise with the estates department to address repairs and maintain a safe working environment.

Share responsibility for securing the building at the end of the day.

Implement Trust and team policies and procedures, recommending improvements where appropriate.

Adapt to the evolving needs of the service, demonstrating flexibility in carrying out a range of administrative tasks.

Person Specification

Qualifications

• NVQ Level 3/RSA Level 3 or equivalent experience.

Experience

• Demonstrable experience working in an office environment
• SystmOne Excel Spreadsheets
• Good typing speed

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.