Receptionist
Job summary
An opportunity has arisen for a motivated and dedicated individual to join our team. Committed to providing an efficient and effective front-line service in our Reception based at Weston Favell Health Care Centre Northampton.
The successful applicant must be reliable, able to work flexibly and be committed to providing a quality service. A professional telephone manner and good organisational and communication skills are essential; previous switchboard experience would be an advantage although full training will be provided. Flexibility to cover as and when required for staff absence is required.
18.5 hours per week, Wednesday 12.30pn to 4.30pm, Thursday and Friday 08.30-16.30 (30 Minute unpaid break each day). These hours are subject to change.
Main duties of the job
Some of the main duties of this job include:
- Provide a quality, professional 'front of house' reception service.
- Be customer focused, polite, and have a professional appearance.
- Flexibility is required to work additional hours including bank holidays.
- Answer incoming calls quickly and politely.
- Support clinicians on booking in appointments on system one as applicable.
- Welcome visitors and staff at reception and assist with any queries.
- Ensure on-call books and duty rotas are kept up to date and amended as changes occur.
- Respond immediately to all emergency/intruder alarms and emergencies and carry out the prescribed procedure quickly.
- Ensure any incidents are recorded accurately.
- Maintain the diary, booking meeting rooms and taxis using the relevant procedure where appropriate.
- Operate the Trust Facilities Help Desk and PFI (Kiers/Robertsons) helpdesk when required.
- Issue keys as requested ensuring that they are signed for and returned.
- Sort internal and external mail as required.
- Undertake administration duties as required.
- Take an active role in keeping the reception area tidy, including vacuuming, polishing and general high and low dusting.
About us
NHFT is an NHS Community and Mental Health Foundation Trust, providing physical, mental health and specialty services in hospital settings and in the community. We provide over 200 services across the county - as well as some specialist services in bordering and nearby counties. We work together with our partners to ensure that everyone who comes through our doors receives compassionate, person-centred care, regardless of their background or circumstances.
NHFT promotes a culture of learning, to improve the care and safety of our patients and colleagues. We have achieved our 'outstanding' rating by encouraging opportunity, innovation, development and growth across our workforce.
At NHFT we believe that work should be rewarded in every sense which is why we are proud to an accredited living wage employer.
We aim to support financial wellbeing and create an environment where are people feel valued and able to thrive.
Job description
Job responsibilities
- Provide routine administrative support to clinical and nonclinical teams, following established procedures and local guidance.
- Undertake data entry, updating and maintenance of electronic patient records (e.g. SystmOne) checking information for accuracy and resolving straightforward errors in line with procedures.
- Supporting the scanning and filing of documentation.
- Support clinic administration, including preparing standard paperwork and resources and assisting with appointment booking, cancellations and rescheduling in line with agreed protocols.
- Resolve routine scheduling issues (e.g. clinic double bookings) within agreed processes.
- Assist with administrative processing of information requests (e.g. thirdparty or solicitor requests), ensuring information is accurately collated and prepared for review by senior administrators or clinicians.
- Issue standard patient and service communications using approved templates and systems.
- Respond to routine queries, identify and resolve issues such as missing information, appointment queries, or patient record inaccuracies.
- Support the use of digital systems and tools, running standard lists or reports as required and escalating data quality issues appropriately.
- Maintain stock levels, clinic supplies and patient information materials, reporting shortages and supporting the organisation of clinic and administrative areas.
- Comply with all information governance, confidentiality, health and safety and safeguarding requirements, escalating concerns in line with Trust policies.
- Contribute to service improvement by highlighting issues, recording feedback and supporting basic data collection or audits as directed.
- Work collaboratively as part of the administration team, participating in training and induction, and supporting colleagues and new starters where required.
For further information on the advertised role, please refer to the job description located under the Supporting Documents heading. The full person specification can be accessed under the About You Section of the document.
Person Specification
Experience
- Computer literate in MS Office
- Experience in a similar role i.e reception, switchboard, admin and clerical duties
- Customer service experience
Skills
- Ability to communicate effectively at all levels
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.
Employer details
Employer name
Northamptonshire Healthcare Foundation Trust
Address
Weston Favell HC
Billing Brook Road
Northampton
NN3 8DW
United Kingdom
Employer's website
https://www.nhft.nhs.uk/