Norfolk Community Health and Care NHS Trust
This vacancy is for a Receptionist/Admin Support based at Attleborough Health Centre, Attleborough. Here you will be covering all reception duties. This is a part-time post, with hours from 08:30 to 16:30 on Monday and Tuesday. You will be the first contact for patients, representing the Trust. Attleborough Health Centre hosts a vast range of outpatient appointments. Along with checking patients in, you will deal with numerous queries from both patients and colleagues. No two days are the same in this busy and demanding role, but it is completely satisfying. If you are successful, you will join an admin team of approximately 19 members based around Norfolk - Wymondham, Dereham, Attleborough, and Long Stratton.
Main Duties of the Job
* Answering telephone calls
* Meeting and greeting patients
* Receiving and distributing post
* Scanning
* Booking, amending, and cancelling appointments
* Reacting to whatever walks through the door
* Supporting patients and staff with queries
* Ad-hoc tasks - role appropriate
About Us
This is a rare opportunity to work for the Norfolk Community Health and Care Trust. You will have regular supervisions and be fully supported and trained. The Trust is like a family, where there is constant support, and feeling valued is utmost. All staff adhere to the Behaviour Framework, where 'Care, Respect & Dignity' applies to colleagues and patients. Come work for an organisation that you can feel proud of.
* Good benefits package including a minimum of 27 days annual leave, plus Bank Holidays.
* Opportunity to join the NHS pension scheme.
* Wellbeing support (gyms, free eyesight tests, cycle to work scheme, staff physio service, and wellbeing resources).
* Free parking at most sites.
* Supportive, positive culture that is well led, with regular supervision.
* Comprehensive in-house and external training programmes available.
* Gain experience and learning while making a difference and working for one of the world's biggest brands - the NHS.
Apply now to join an organisation that has been awarded an 'Outstanding' rating by the Care Quality Commission (CQC), the highest possible rating and the first stand-alone NHS community trust in the country to receive this title.
Job Responsibilities
To carry out and prioritise a variety of administrative and clerical duties, including:
* Dealing appropriately with all telephone enquiries and face-to-face patient contact, which may include investigating and problem-solving, as well as regularly dealing with complex and/or distressing matters.
* Using a range of software programmes to produce, maintain, and distribute documents, including adhoc and routine reports, spreadsheets, and databases, which may include medical terminology and clinic information.
* Photocopying, scanning, and emailing documentation promptly and efficiently, generating and distributing letters, tasking clinicians, and ensuring that all patient records are maintained and kept up-to-date.
* Receiving, sorting, and distributing mail and ensuring that outgoing mail is sent in a timely manner.
* Researching appropriate websites, downloading, and circulating documents as requested.
* Issuing parking permits to colleagues.
* Issuing and activating door fobs.
To open/close the Reception office, greet visitors, provide information and direction, and manage room bookings for staff and clinicians, resolving appointment conflicts as required.
To undertake receptionist/telephonist duties, be a point of contact for internal and external callers and visitors, accepting deliveries, redirecting callers and service users, and providing information or answering questions on routine matters.
To communicate with patients and clients at an appropriate level, providing clear information and guidance, dealing with patients' fears and lack of understanding, exercising tact, judgement, and confidentiality in dealing with and resolving routine enquiries, and ensuring accurate messages are passed on in a timely manner.
To provide basic administration support for Norfolk County Council (NCC) colleagues such as printing and posting, receiving and transferring calls, receiving deliveries, and greeting service users.
Inputting onto various databases and systems, including SystmOne, Cloudbooking, Powergate, and the Spine Portal within required timescales and deadlines. This includes scanning documents onto patient records within a specific timeframe.
To be responsible for the efficient use of office equipment and nursing supplies, monitoring and maintaining stock levels, requisitioning and receipting goods and services on the NHS procurement system, Powergate, and conducting research into goods and services as directed.
To support the site regularly with health and safety checks in clinical areas/rooms, reporting maintenance, security, cleaning, health and safety, and other site issues in line with current procedures, keeping the line manager/site manager informed at all times.
Provide cover in other departments as required, during periods of absence, as directed by the Supervisor or Admin Team Leader. This may require travelling to other sites.
To be committed to working within a changing environment, responding positively to new demands and changes. To be an active team member, recognising potential problems, escalating these and any constructive ideas for improvement to the Admin Team Lead.
It is the post holder's responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.
To attend relevant team and service meetings when required. These may be virtual or in person. This may require travelling to other sites.
Person Specification
Qualifications
* Maths and English GCSE (Grade C or above), or equivalent
* Good keyboard and IT skills.
* RSA typing or equivalent experience
* Shorthand
Experience
* Proven administration experience in a busy office environment
* Proven experience of working as part of a team
* Knowledge of NHS ordering systems
* Knowledge of SystmOne, PAS, etc.
* Knowledge of NHS invoicing systems
Skills, Abilities, and Knowledge
* Comprehensive working knowledge of Microsoft Office, especially Word, Excel, and Outlook.
* Good organisational and communication skills
* Proven ability to work on own initiative, without direct supervision, prioritising and managing own workload
* Articulate, calm, polite, and well-motivated with a positive attitude to customer care
* Customer Care Skills
* Enhanced IT Skills
* Planning Skills
* Supervisory skills
Communication
Personal Attributes/Behaviours
* Enthusiastic and motivated
* Committed to providing the best possible service to patients
* Tact and diplomacy
* Able to work on own initiative
* Team Player
Other
* Flexible attitude and approach to work to meet service needs
* Able to make own transport arrangements
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 Name
Norfolk Community Health and Care NHS Trust
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