Job summary A great opportunity has arisen for a Front of House Receptionist to join our friendly team at Kingswood Civic Centre. Our reception is open & staffed between 09:00 and 17:00 Monday to Friday and this post is to provide cover on four of those days. Main duties of the job The post holder will provide front of house support services including meeting and greeting service users and visitors, answering telephone calls, and making room bookings for staff. We are looking for excellent communication and organisational skills together with a confident and pleasant telephone manner. Attention to detail and ability to multitask under pressure are skills that are vital in this busy role. Previous experience of working in a reception environment is essential and ideally you will have experience of working in the NHS; there will be administrative tasks within the role requiring PC skills. About us We are AWP (Avon and Wiltshire Mental Health Partnership NHS Trust)a diverse organisation with over 5,000 dedicated staff providing inpatient and community-based mental health care. We provide services from a range of locations to approximately 1.8 million people living in Bath and North East Somerset (B&NES), Bristol, North Somerset, South Gloucestershire, Swindon, across the county of Wiltshire and in parts of Dorset. Our outstanding people promote mental health and wellbeing. The expertise and resources within AWP are dedicated to a person-centred approach for those who use our services and for all employees. We recognise that happy and fulfilled employees give better care. At AWP we actively encourage applicants from all backgrounds; we are particularly keen to encourage applications from people from Black, Asian and minority ethnic backgrounds, those with disabilities and from the LGBTQ community. We want people to bring their unique blend of experiences, backgrounds, perspectives and knowledge to AWP, as diversity makes us stronger. Date posted 24 March 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year pro rata Contract Permanent Working pattern Part-time Reference number 342-EFM017-0325 Job locations Kingswood Civic Centre High Street Kingswood, Bristol BS15 9TR Job description Job responsibilities You will be supported in your role by the Kingswood Area Site Coordinator, and passionate and friendly colleagues both in support services and the wider Facilities Management team. The Receptionist will act as a first point of contact both face to face and over the telephone, the role will include general administrative duties and use of bespoke systems to book rooms for staff members. Description of the dutiesLiaise with a wide range of stakeholders, both internal to the organisation and external, including: Medical Staff. Multidisciplinary Teams. Services Users and Carers. Health and Social Care teams. Third sector/voluntary agencies. Community groups and local authority provision. Other statutory agencies e.g. Police, Ministry of Justice etc. Providing Secretarial support to named Medical Staff/management team. Utilise written and verbal communication skills to connect with a wide range of people, including outside agencies, requiring tact and persuasive skills where there may be barriers to understanding or agreement. Exchange verbal and written information with patients, staff and carers relating to appointments, admissions and meetings etc.Provide and receive routine and complicated information, including dealing with enquiries from external stakeholders and the public. The provision of and updating of patient notes, collation of information for transfer of care etc. This may include sensitive information.Work within a multi-disciplinary environment ensuring that communication with appropriate team members is effective. Facilitating the administration processes for Team meetings etc.To receive and open mail (paper and electronic as necessary) and distribute/despatch accordingly ensuring appropriate action is taken with high priority items. To manage both telephone and face to face contacts with distressed service users in a supportive and empathetic manner. Exercise judgement when dealing with patient enquiries, analyse and resolve non-clinical patient problems including resolving conflicting diary appointments or schedules, clinics, meetings, tribunals etc. Escalating issues to the Lead Clinical Services Administrator as appropriate. Arrange meetings and appointments for members of the team, negotiating diary conflicts and competing priorities as appropriate. Including the scheduling of: Consultant Clinic Appointments. Tribunals. Room Bookings. Other bookings as required. Type patient reports/correspondence/e-mails as required, deal with telephone/face to face enquiries from patients. Input accurate and up to date patient data onto the RiO system. The post holder will order stationery and other necessary items for the team via the procurement system. May be responsible for petty cash float/handling.Supporting the induction of new staff members as required.Produce confidential correspondence and reports on a frequent basis.Maintain efficient and effective electronic filing system/, Internet, Intranet, patient records to access and extract information as needed.Take and distribute formal minutes as necessary.Clerical duties including photocopying and scanning.Undertake surveys or audits as necessary to own work. May be asked to contribute to audit and research projects within the service to inform service development and standards.Provide cover for colleagues when and where necessary.Plans own workload to ensure that weekly, monthly, quarterly and annual tasks are met.Prioritise workload with particular consideration to issues arising and responding to shifting priorities appropriately.Assist patients during incidental contact, to provide non-clinical advice or information to patients/relatives or carers.Other tasks which are commensurate with the broad purpose and banding of the post. Job description Job responsibilities You will be supported in your role by the Kingswood Area Site Coordinator, and passionate and friendly colleagues both in support services and the wider Facilities Management team. The Receptionist will act as a first point of contact both face to face and over the telephone, the role will include general administrative duties and use of bespoke systems to book rooms for staff members. Description of the dutiesLiaise with a wide range of stakeholders, both internal to the organisation and external, including: Medical Staff. Multidisciplinary Teams. Services Users and Carers. Health and Social Care teams. Third sector/voluntary agencies. Community groups and local authority provision. Other statutory agencies e.g. Police, Ministry of Justice etc. Providing Secretarial support to named Medical Staff/management team. Utilise written and verbal communication skills to connect with a wide range of people, including outside agencies, requiring tact and persuasive skills where there may be barriers to understanding or agreement. Exchange verbal and written information with patients, staff and carers relating to appointments, admissions and meetings etc.Provide and receive routine and complicated information, including dealing with enquiries from external stakeholders and the public. The provision of and updating of patient notes, collation of information for transfer of care etc. This may include sensitive information.Work within a multi-disciplinary environment ensuring that communication with appropriate team members is effective. Facilitating the administration processes for Team meetings etc.To receive and open mail (paper and electronic as necessary) and distribute/despatch accordingly ensuring appropriate action is taken with high priority items. To manage both telephone and face to face contacts with distressed service users in a supportive and empathetic manner. Exercise judgement when dealing with patient enquiries, analyse and resolve non-clinical patient problems including resolving conflicting diary appointments or schedules, clinics, meetings, tribunals etc. Escalating issues to the Lead Clinical Services Administrator as appropriate. Arrange meetings and appointments for members of the team, negotiating diary conflicts and competing priorities as appropriate. Including the scheduling of: Consultant Clinic Appointments. Tribunals. Room Bookings. Other bookings as required. Type patient reports/correspondence/e-mails as required, deal with telephone/face to face enquiries from patients. Input accurate and up to date patient data onto the RiO system. The post holder will order stationery and other necessary items for the team via the procurement system. May be responsible for petty cash float/handling.Supporting the induction of new staff members as required.Produce confidential correspondence and reports on a frequent basis.Maintain efficient and effective electronic filing system/, Internet, Intranet, patient records to access and extract information as needed.Take and distribute formal minutes as necessary.Clerical duties including photocopying and scanning.Undertake surveys or audits as necessary to own work. May be asked to contribute to audit and research projects within the service to inform service development and standards.Provide cover for colleagues when and where necessary.Plans own workload to ensure that weekly, monthly, quarterly and annual tasks are met.Prioritise workload with particular consideration to issues arising and responding to shifting priorities appropriately.Assist patients during incidental contact, to provide non-clinical advice or information to patients/relatives or carers.Other tasks which are commensurate with the broad purpose and banding of the post. Person Specification Skills and Experience Essential Excellent communications skills Good IT skills - competent in MS Excel, Word, Outlook and Internet Experience of general office and administrative procedures Experience of working in a team Previous reception experience Desirable Able to organise and prioritise own workload Mental Health/NHS Experience Person Specification Skills and Experience Essential Excellent communications skills Good IT skills - competent in MS Excel, Word, Outlook and Internet Experience of general office and administrative procedures Experience of working in a team Previous reception experience Desirable Able to organise and prioritise own workload Mental Health/NHS Experience 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 Avon & Wiltshire Mental Health Partnership NHS Trust Address Kingswood Civic Centre High Street Kingswood, Bristol BS15 9TR Employer's website http://www.awp.nhs.uk/about-us/working-for-us/ (Opens in a new tab)