Receptionist and Administration Assistant

Gloucestershire Health and Care NHS Foundation Trust; Gloucester; On-site; GBP 24,000; Part time

Job summary

Join a forward-thinking organization dedicated to providing exceptional health services. As a Receptionist and Administration Assistant, you will play a vital role in welcoming clients and managing administrative tasks in a busy environment. This position requires strong communication skills, a calm demeanor, and the ability to work collaboratively within a dynamic team. You'll be part of a supportive culture that values inclusivity and personal development, contributing to the mission of delivering outstanding care to the community. If you are passionate about making a difference and possess the necessary skills, this is an exciting opportunity for you.

Benefits

Free car parking

27 days leave plus bank holidays

Training and development opportunities

Generous NHS pension

Flexible working opportunities

Recognition and long service awards

Access to discounts and salary sacrifice schemes

Qualifications

• Experience in reception or administration with excellent customer service skills.
• Ability to handle multiple tasks in a busy environment.

Responsibilities

• Welcome clients and manage visitor activity with professionalism.
• Handle incoming and outgoing mail and maintain reception areas.

Skills

Effective communication skills

Customer service skills

Problem-solving skills

Organizational skills

Teamwork

Education

GCSEs or Equivalent

NVQ Level 1 in administration

European Computer Driving Licence (ECDL) or equivalent

Tools

Microsoft Office

RiO (patient computerised filing system)

Job description

Receptionist and Administration Assistant

Band 2

Main area Administration Grade Band 2 Contract Permanent Hours Part time - 22.5 hours per week (Monday, Tuesday and Thursday, but some flexibility to change days of working to meet the needs of the business, also additional hours may be required to cover annual leave etc.) Job ref 327-24-1025-A

Site Pullman Place Town Gloucester Salary £23,615 per annum (pro rata) Salary period Yearly Closing 23/01/2025 23:59 Interview date 03/02/2025

We love what we do and we think you will, too!

At Gloucestershire Health and Care NHS Foundation Trust (GHC), we provide joined-up mental health, physical health and learning disability services to people of all ages across Gloucestershire. We run community hospitals and provide care and support in people’s own homes and in a range of other locations across the county.

We are on a mission to enable people to live the best life they can and we have a vision to work together to provide outstanding care. We put people at the heart of our services, focusing on personalised care by asking ‘what matters to you’.

We’re passionate about making sure that everyone can contribute to achieving our mission and we are continually working to support healthy and happy high-quality teams in all areas of the Trust.

Job overview

We have an exciting opportunity for an experienced Reception Administrator to join our reception team within our Gloucester Hub – Pullman Place.

The Gloucester Hub accommodates approximately 270 staff, with 19 assessment rooms, 3 clinics, 6 large meeting rooms and over 18 teams working together.

It is essential that the successful candidate has a confident, calm and empathetic approach and is able to communicate effectively as part of a team. These roles are within a busy, dynamic and changing environment and a flexible and positive approach is essential.

You will be working collaboratively alongside your Reception colleagues to ensure that all service-users are welcomed in a professional manner. You will also be managing the calls and visitor activity coming into the building, and providing a comprehensive, confidential, reception and administrative service. As well as providing support to maintain the operational function of the building, there will be opportunities to assist the Team Administrators with general administration tasks.

If you are a team player with reception/administration experience and excellent customer service skills we would very much welcome your application. In return we offer a varied team environment with regular supervision, appraisals and a commitment to support staff in their continuous development.

Main duties of the job

• Welcome clients, relatives, and visitors in a friendly and courteous manner, assisting them with their enquiries.
• To deal competently and discreetly with queries either face to face or via the telephone using appropriate protocols.
• Recording messages as appropriate and passing these on to the correct department.
• To deal with all incoming and outgoing mail.
• To be competent at booking rooms using the computerised room booking system.
• To be competent in the use of the photocopier and scanning in order to upload documents onto RiO (patient computerised filing system).
• Photocopying and maintaining adequate supplies of forms and paperwork.
• To process new files and maintain clients notes and records as appropriate using current RiO System and the Case Note Tracker System.
• Update building telephone lists as and when required.
• Carry out weekly reception tasks to ensure continuous supply of forms for staff to use, room bookings, message pages and signing in pages.
• To keep the reception/waiting areas tidy and ensure notice boards are up to date.
• To provide cover for other administrative staff in their absence or as required by the Locality Support Services Manager.

Working for our organisation

We have in excess of 5000 staff working over 50 sites, providing a diverse range of services. We strive to support an organisational culture that is welcoming, builds and celebrates inclusivity and diversity and provides a sense of belonging and trust.

The annual NHS Staff Survey gives our people the opportunity to tell us about their experience working at the Trust. For the 2023 survey just over 2800 colleagues gave us their views (58.5%). It was great to see from the results that colleagues are saying that:

• 89.7% believe they are making a positive difference to patients/service users;
• 73.3% would recommend the organisation as a place to work;
• 82.4% agree that care of patients and service users is the organisations priority;
• 76.7% would be happy with the standard of care for a friend or relative.

Our results put us as 5th nationally as a Community, Mental Health and Learning Disabilities NHS Employer of Choice and 1st equal amongst all NHS Provider Trusts in the South West. However, we know we have more to do and will continue to drive forward our commitment to making GHC a Great Place to Work.

Detailed job description and main responsibilities

This post requires the post holder to be able to undertake all statutory and mandatory training and post holders must be able to undertake physical interventions. Fitness for physical intervention will be assessed by Occupational Health.

To ensure you fully understand how the Trust, as a Data Controller, will process and store your data please read the attached document ‘Applicant and Staff Privacy Notice’ prior to applying for the role.

Candidates for any staff appointment shall, when making application, disclose in writing to the Trust whether they are related to any governor. Failure to disclose such a relationship may disqualify a candidate and, if appointed, may render them liable to dismissal.

Person specification

Qualifications

• GCSEs or Equivalent
• Good literacy and numeracy skills
• NVQ Level 1 in administration
• European Computer Driving Licence (ECDL) or equivalent

Personal Skills Abilities and Attributes

• Effective communication skills both written and verbal
• Demonstrates ability to undertake a wide range of basic administrative tasks
• Ability to work autonomously and as part of a team
• Proactive approach and ability to problem solve and prioritise
• Willingness to further develop IT and clerical skills and knowledge
• Ability to contribute to the continuous improvement of systems and processes

Length and nature of experience

• Previous experience of using software packages such as Microsoft Office i.e. Word, Excel, PowerPoint, Outlook
• Experience of Data Inputting and Retrieval
• Previous experience in community sector, social care or NHS

When joining us, as well as becoming part of a team that makes a difference, we also offer:

• Free car parking at many of our sites
• 27 days leave plus bank holidays, increasing up to 33 days with long service
• A broad range of training and development opportunities, including apprenticeships up to Level 7 qualification.
• A multi-professional preceptorship programme for all Newly Qualified; Nurses, Nursing Associates, Internationally Educated Practitioners, Allied Health Professionals and Return to Practice Practitioners.
• Generous NHS pension and enhanced pay when if you work unsocial hours
• Flexible, family friendly and agile working opportunities
• Recognition and long service awards
• Fast Track physiotherapy
• Access to discounts and salary sacrifice schemes; including Cycle to Work, Car scheme and discounts on travel, leisure and retailers.

Applicants are advised to apply early as if a large number of applications are received for this post, we reserve the right to close the vacancy prior to the advertised date. Good luck with your application.

For more information please see the attached 'Additional Information for Applicants' document.

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.