An exciting opportunity has arisen for a receptionist/administrator to provide reception cover for Community Mental Health Services currently based at Weelsby View.
You will need to be educated to GCSE level A-C in English and Mathematics and hold the RSA/OCR 1 or equivalent in typing/word processing standard.
It is essential that you have experience of working on a busy reception and have excellent customer service skills. You should have the ability to multi-task and the ability to work to processes and set deadlines.
Main duties of the job
You will provide reception cover which includes meeting and greeting and answering telephones.
You will be responsible for maintaining up to date knowledge on Navigo policies, processes and procedures and working within these at all times.
You will input information on our database and will be responsible for room bookings, scanning and other general administrative duties.
About us
Hello! We are Navigo. We look after North East Lincolnshire's mental health and well-being. We are an award-winning social enterprise that provides mental health services to the NHS and beyond.
The whole basis of our work is to deliver services that we would be happy for our own family to use.
We offer a range of mental health services, including acute and community facilities as well as specialist support such as outstanding older adults inpatient services, rehabilitation and recovery community mental health and an outstanding specialist eating disorder facility.
Ranked as one of the top UK companies to work for, we featured in the Best Companies top 100 large company list and were named sixth best health and social care company 2023.
As a social enterprise, we do things a little bit differently and have also developed income-generating commercially viable businesses that provide training, education and employment opportunities including Grimsby Garden Centre and two cafes.
Working at Navigo is not like working anywhere else. Lots of places say that, but we really mean it.
We like to work with forward-thinking people who want to make a difference.
Job responsibilities
MAIN DUTIES / RESPONSIBILITIES:
1. To meet and greet as the first point of face-to-face contact for service users, families and visitors alerting arrival of same to Team Members/Ward as appropriate.
2. To deal with telephone enquiries from Service Users suffering with mental health illnesses using empathy, understanding, initiative, tact and tenacity where appropriate ensuring accurate information is forwarded appropriately in order for appropriate care and follow up to be facilitated ensuring notification to relevant staff members of any concerns.
3. To liaise with a range of internal and external personnel on a daily basis including Clinical Professionals, Service Users and their Families/Carers, GP practices, Consultants, Hospital departments and Health and Local Authority staff.
4. Ensure the maintenance of the In/Out Board and Signing In/Out Visitors book taking responsibility of same in the case of fire drill or actual emergency.
5. To act as central reporting and information point for telephone/photocopier maintenance.
6. To act as central reporting of building faults as required.
7. To take responsibility for processing and distribution of incoming mail and be the central point for outgoing mail collection.
8. To provide administration/secretarial assistance including typing, scanning and photocopying as directed by Administration Team Lead to support the Administration team.
9. Work within the implemented Reception Administration pathway checklist.
10. To understand the need for confidentiality ensuring security of service user data in accordance with Navigo policy.
11. Bring to the attention of senior staff members any relevant concerns he/she considers may jeopardise service delivery and or care provision.
12. To attend and participate in relevant Team Development activities and team meetings including Administrative, Clinical and Business Meetings.
13. To ensure health and safety procedures are adhered to and actioned as necessary.
14. To maintain confidentiality at all times and to comply with the Data Protection Act and Access to Health Records procedures.
15. To comply with Health and Safety Regulations and work within the policy guidelines of Navigo.
16. To effectively manage compliance in mandatory training within the guidelines of Navigo.
17. Maintain an up to date and proficient working knowledge of Navigo policies, procedures and processes ensuring changes in process and procedures are embedded in working practice.
18. Involvement as requested in new service initiatives and participation in working groups as appropriate and to meet needs of service.
19. Provide administrative input and perspective to developments within service as appropriate.
20. Any other reasonable duty in connection with the work of the Team and as required by the organisation.
Person Specification
Experience
* Experience of working in a busy office environment with the ability to multi-task
* Ability to work to processes and set deadlines
* Experience of working in a customer service environment
* Ability to deal with stressful situations and clients
* Fire Warden trained or willing to work towards if required by area of service
* First Aid trained or willing to work towards if required by area of service
* Proof Reading trained or willing to work towards.
Skills & Attributes
* Excellent communication skills; articulate, legible and meaningful and able to adjust communication style and content to the audience
* Attention to detail and accuracy
* Active and effective team member, co-operating to work together and in conjunction with others and willing to help and assist wherever possible and appropriate.
* Adaptable and flexible in approach to working practice
* Ability to use own initiative
* Ability to work under pressure
* Able to develop, establish and maintain positive relationships with others both internal and external to the organisation
* Willingness to undertake further training as required
* Knowledge of mental health services
* Knowledge of hospital administration systems
* Knowledge of medical terminology
Qualifications
* Educated to GCSE level grade A to C or equivalent including Mathematics and English Language
* RSA/OCR I Typing/Word Processing standard
* Previous NHS secretarial/administrative experience/knowledge of hospital administration procedures
* Willingness to undertake training
* Experience of working in a team
Other requirements
* Understands the need for confidentiality
* Understands the need for liaison with service users and their families sensitively, warmly and with empathy
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.
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