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Job Overview

Are you motivated, flexible and conscientious with excellent interpersonal and communication skills?

Are you interested in working in a public-facing role?

Are you able to work in a busy environment, being organised and maintaining a high-level of accuracy and attention to detail?

We are looking for enthusiastic and dedicated individuals to join us as Reception Administrators for a number of clinic sites across the borough, and are able to offer full-time and part time roles.

This role will require working across the clinic sites on a rotational basis, and may include evening and weekend cover. The postholder will be required to provide short notice cover across the sites for annual leave or sickness.

Main duties of the job

To provide an efficient, effective and high-quality clerical and reception service within designated Health Centres associated with Hillingdon Community Adults and Children’s Services. To act as front of house and receive, assist, and direct various patients, staff, and visitors to appropriate services.

To provide general assistance and support basic administrative needs of the Hillingdon Community Teams located within sites. The postholder will be expected to work closely and in synergy with the wider Hillingdon Administration service including dedicated Team Administrators.

Working for our organisation

There’s a place for you at CNWL.

We’re passionate about delivering first-class patient-centred, safe and effective care, whether it is in a hospital setting, in a community clinic or in the patient’s own home. Patients are at the heart of everything we do.

Providing top quality care depends on our ability to employ the best people.

We’re always looking to recruit outstanding people who will go the extra mile to support our patients, colleagues, teams and the Trust. With every new employee we’re hoping to find our future leaders and we’ll support our staff by providing opportunities to develop your career.

With a diverse culture and equally diverse range of opportunities across mental health, community services, addictions, eating disorders, learning disabilities and more – whatever stage of your career you're at, there's always a place for you at CNWL.

The successful applicant may have contact with patients or service users. As an NHS Trust we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues and of course patients and service users when working on our healthcare settings.

Detailed Job Description And Main Responsibilities

• To work as part of a team providing reception support front of house meet and greet, giving basic information and dealing with drop-in enquiries in a courteous and appropriate manner. Referring clients to relevant staff/clinics, or taking messages as appropriate.
• To be responsible for opening/unlocking and closing/locking up of clinic sites in accordance with security protocols.
• To have a good general understanding of Hillingdon Adults and Children Community Services in order to effectively provide information and advice.
• To operate the telephone system dealing with enquiries and redirecting as necessary. To maintain an effective message taking system, recording messages for staff and being responsible for seeing that they reach their destination.
• To arrange appointments for clinic sessions as required and maintain up to date filing systems of clients’ records.
• To facilitate the booking and use of interpreting or transport services as required.
• To enter and maintain basic information around appointments on the patient information system.
• To ensure clerical work arising from each clinic is effectively completed at the end of each clinic.
• To use IT systems as required, following appropriate training, to carry out a range of duties to support health centre staff.
• To participate in maintaining an up to date display of health education literature within the reception area.
• To assist in providing general office support to community staff, e.g.: filing, shredding, distribution and sending of post.
• To ensure good Health and Safety practices at all times. To maintain and order general supplies and stock of stationary and other basic clinic supplies as directed by the Site Supervisor/Team Leaders.
• To support the logging of complaints/compliments and incidents on Datix.
• Act as a point of contact for contractors visiting site to undertake works.
• Act as a point of contact for the team leaders on site to report any concerns around Facilities Management provision and for any additional requests.
• Assist in maintaining a service calendar for the site – to ensure that all statutory requirements are kept within date.
• Support the action plans for the Fire Risk Assessment (FRA) and the Workplace Risk Assessment (WRA) for your sites, as appropriate and directed by line manager.
• To undertake training and responsibilities of a Nominated Officer of Fire.
  
  

Person specification

Qualifications And Education

Essential criteria

• GCSE or equivalent in Maths and English
  
  

Experience

Essential criteria

• Experience of working in a customer care setting or a role that demonstrates transferable skills.
• Understanding of Data Protection / Confidentiality
• Understanding of Equal Opportunities and Diversity
  
  

Desirable criteria

• Experience working in a reception environment
• Experience of dealing with the general public
• Experience of working in a healthcare setting
  
  

Skills And Abilities

Essential criteria

• Demonstrable knowledge of MS Word, Outlook, MS Teams and Excel
• Accurate data entry and typing skills
• Excellent written and verbal communication skills
• Able to work to a high level of accuracy and with attention to detail
• Demonstratable Knowledge of using different systems and databases
• Ability to work unsupervised
• Ability to work within a team
  
  

Desirable criteria

• Ability to prioritise own workload
• Able to work under pressure
  
  

Personal Qualities

Essential criteria

• Capacity to manage a demanding workload
• Good inter-personal skills
• Good team-player
• Corporate loyalty and behaviour