Job summary An opportunity has arisen for a part time, well organised and enthusiastic individual to join the reception team at Cygnet House, Adult Community Mental Health Team. Now is a great time to join HPFT which has been rated 'Outstanding' CQC and also recently awarded 'Mental Health Trust of the Year'. Adult Community Mental Health Team is a friendly and supportive team. Reception is a fast-paced environment, therefore the desired candidate should have the ability to work well under pressure, prioritise their own workload, and work as a team player. To work as part of a Team and to be responsible for the administration ofoutpatient clinics, liaising with doctors, service users and professional staff on an ongoing basis. Main duties of the job You will welcome visitors to the unit, take first line telephone calls, and maintain a positive, professional and welcoming approach. This busy part-time role is varied and duties will include managing the outpatient clinics, including managing the doctor's diaries. A good working knowledge of Microsoft Office is required along with the ability to work under pressure to tight deadlines.To be successful you will need excellent interpersonal skills, the ability to communicate well both written and verbal, as well as working effectively as part of a larger team. About us Hertfordshire Partnership University NHS Foundation Trustare one of just five mental health trusts to achieve an overall rating of 'Outstanding' from theCare Quality Commission Our family of over 4,000 members of staff provide health and social care for people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, Essex and Norfolk, delivering these services within the community and several inpatient settings. Everything is underpinned by choice, independence and equality, with our Trust values embedded throughout: Welcoming. Kind. Positive. Respectful. Professional. About us - Hertfordshire NHS Partnership Trust Heard. Respected. Included. Together, we help people with mental ill-health, learning disabilities and autism to live life to the fullest. We work throughout Hertfordshire, Buckinghamshire, Norfolk https://www.hertsnhsgreattogether.co.uk/ Date posted 07 April 2025 Pay scheme Agenda for change Band Band 3 Salary £25,883 to £26,958 a year per annum, pro rata (Inclusive of 5% HCAS) Contract Permanent Working pattern Part-time Reference number 367-ACMS-9293 Job locations Cygnet House 1 Old College Court, Ware SG12 0DE 1 Old College Court, Priory Street Ware SG12 0DE Job description Job responsibilities Tasks will include, but not be limited to:- Working as part of a Team and to be responsible for the administration ofoutpatient clinics, liaising with service users and professional staff on an ongoing basis. Responsible for managing outpatient appointments on the Electronic Patient Records (Paris) as per the Booking & Choice Policy; Inputting all relevant data; registering of patient details and continuous updating of patient records, booking all new and follow up clinic appointments and liaising closely with the team. Maintaining a small switchboard and transferring calls throughout the unit; greeting visitors to the Unit, distributing incoming mail and managing the outgoing mail; logging faults with Estates and ensuring that the reception area is kept tidy and a safe environment for all visitors. For a more in-depth person and job description please read attached before applying Job description Job responsibilities Tasks will include, but not be limited to:- Working as part of a Team and to be responsible for the administration ofoutpatient clinics, liaising with service users and professional staff on an ongoing basis. Responsible for managing outpatient appointments on the Electronic Patient Records (Paris) as per the Booking & Choice Policy; Inputting all relevant data; registering of patient details and continuous updating of patient records, booking all new and follow up clinic appointments and liaising closely with the team. Maintaining a small switchboard and transferring calls throughout the unit; greeting visitors to the Unit, distributing incoming mail and managing the outgoing mail; logging faults with Estates and ensuring that the reception area is kept tidy and a safe environment for all visitors. For a more in-depth person and job description please read attached before applying Person Specification Qualifications Essential Good level of education/GCSE incl. English Language Good level of numeracy European Computer Driving Licence or equivalent. NVQ II or equivalent, or willing to work towards this qualification RSA II or equivalent, or willing to work towards this qualification Skills & Knowledge Essential General knowledge of office procedures and an all-round education, with a keen interest in the Health service. Be proficient in the use of computerised systems, Outlook, Word & Excel in order to produce a high standard of finished work; And knowledge of EPR Systems Keyboard skills to a high level The ability to organise and prioritise own workload and to work under pressure and within agreed guidelines Excellent communication skills when dealing with clients, their relatives/carers and other outside agencies either by telephone/letter or face to face contact Display the ability to exercise initiative, tact and judgement and be able to make decisions when required to do so Appreciation of confidentiality Demonstrate the ability to work as part of a team The ability to exercise the Trust Values and behaviours, Kind, Welcoming, Positive, Respectful and Professional Experience Essential Experience working in an office environment and/or in a Mental Health setting Strong interpersonal skills, demonstrating the Trust values Ability to apply discretion as and when required Communication Skills Essential Ability to communicate effectively when under pressure and dealing with challenging callers or visitors who may be anxious, angry or have barriers to communication Analytical Skills Essential Ability to analyse information effectively and promptly, thereby ensuring correct conclusion for action Ability to access various resources Ability to work using own initiative Person Specification Qualifications Essential Good level of education/GCSE incl. English Language Good level of numeracy European Computer Driving Licence or equivalent. NVQ II or equivalent, or willing to work towards this qualification RSA II or equivalent, or willing to work towards this qualification Skills & Knowledge Essential General knowledge of office procedures and an all-round education, with a keen interest in the Health service. Be proficient in the use of computerised systems, Outlook, Word & Excel in order to produce a high standard of finished work; And knowledge of EPR Systems Keyboard skills to a high level The ability to organise and prioritise own workload and to work under pressure and within agreed guidelines Excellent communication skills when dealing with clients, their relatives/carers and other outside agencies either by telephone/letter or face to face contact Display the ability to exercise initiative, tact and judgement and be able to make decisions when required to do so Appreciation of confidentiality Demonstrate the ability to work as part of a team The ability to exercise the Trust Values and behaviours, Kind, Welcoming, Positive, Respectful and Professional Experience Essential Experience working in an office environment and/or in a Mental Health setting Strong interpersonal skills, demonstrating the Trust values Ability to apply discretion as and when required Communication Skills Essential Ability to communicate effectively when under pressure and dealing with challenging callers or visitors who may be anxious, angry or have barriers to communication Analytical Skills Essential Ability to analyse information effectively and promptly, thereby ensuring correct conclusion for action Ability to access various resources Ability to work using own initiative 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 Hertfordshire Partnership University NHS Foundation Trust Address Cygnet House 1 Old College Court, Ware SG12 0DE 1 Old College Court, Priory Street Ware SG12 0DE Employer's website https://www.hpft.nhs.uk/careers/ (Opens in a new tab)