Job summary The Receptionist/Administration is required to provide a reception service for the Estates Offices and administrative support to the Compliance and Performance Manager, Personal Assistant/Estates and Facilities Team Leader and Estates and Facilities Administrators in delivering their roles. This will involve a range of administrative tasks, including the day-to-day operation of Reception, participation in a comprehensive administrative service plus a variety of delegated projects to ensure the smooth running of the Estates and Facilities Offices The Receptionist/Administration will operate in a wide network of communications and must at all times exercise sensitivity and tact in ensuring the effective delivery of business requirements. Main duties of the job Acting as the first point of contact for visitors and providing excellent customer service at all times Dealing with all visitors in a courteous and confidential manner, providing assistance as required Escalating any matters to the Admin Team Leader as appropriate Ensuring all external visitors are accurately signed in and out of the office Notifying office staff of visitors' arrival Ensuring telephone calls are answered, enquiries dealt with, callers re-directed as appropriate and accurate messages taken Responsibility for the general tidiness and security of the reception area Responsibility for maintaining an up-to-date contact list About us Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 9000 dedicated and skilled staff across 21 sites. We strongly believe that the communities we serve should all have access to Five Star Patient Care. Our services: Acute Care Providing emergency and maternity services at Whiston, Southport and Ormskirk hospitals, and medical and surgical specialties across all our sites. Primary Care Providing primary care services at Marshalls Cross Medical Centre situated in St Helens Hospital. Community Services Providing adult community services for St Helens and a wheelchair service in Chorley, South Ribble, and West Lancashire. Our inpatient unit at Newton Community Hospital is where patients needing acute hospital beds can continue rehabilitation, freeing up space for more unwell patients. We also provide urgent care at our Urgent Treatment Centre located in St Helens town centre. Specialist Regional Services We provide the Mersey Regional Burns & Plastic Surgery Unit at Whiston Hospital and the Spinal Injuries Unit at Southport Hospital to more than 4 million people across the whole of Merseyside, West Lancashire, Cheshire, Isle of Man and North Wales. Achievements: Rated Outstanding by CQC Inspection August 2018 Top 100 places to work in the NHS (NHS Employers & Health Service Journal) National Preceptorship Accreditation (2023) for Nursing & AHP Preceptorship Programme Date posted 04 November 2024 Pay scheme Agenda for change Band Band 2 Salary £23,615 a year per annum, pro rata Contract Permanent Working pattern Part-time Reference number 409-6560640 Job locations Southport & Ormskirk Wigan Road Ormskirk L39 2AZ Job description Job responsibilities KEY DUTIES: To provide a comprehensive Reception Service for the Estates and Facilities Office Acting as the first point of contact for visitors and providing excellent customer service at all times Dealing with all visitors in a courteous and confidential manner, providing assistance as required Escalating any matters to the Admin Team Leader as appropriate Ensuring all external visitors are accurately signed in and out of the office Notifying office staff of visitors arrival Ensuring telephone calls are answered, enquiries dealt with, callers re-directed as appropriate and accurate messages taken Responsibility for the general tidiness and security of the reception area Responsibility for maintaining an up-to-date contact list To provide administrative support to the Personal Assistant/ Admin Team Leader and Estates and Facilities Administrator to the Estates and Facilities Management Team. Responsibility for Meeting Room bookings Responsibility for the layout, tidiness and security of the Meetings Rooms General administration duties such as copy typing, printing, binding, scanning, filing etc. Arrangement of internal/department level meetings, co-ordinating diaries, booking venues, setting up refreshments Provision of administrative support for internal/department level meetings, including taking, transcribing and typing up action notes/minutes (informal/departmental level) Provision of administrative support for specific areas of work, including collation of returns, issuing of reminders and maintenance of electronic and/or paper records as appropriate Maintenance of office supplies, including liaison with the Stores Department Responsibility for the reporting of faults/general repairs required within the Estates and Facilities Offices Provision of cover for other areas/sites when required Maintenance of filing systems in line with Trust Policies and Procedures Maintenance of up-to-date circulation lists Escalation of any matters, as appropriate, to the Personal Assistant/ Admin Team Leader or Estate and Facilities Administrators to the Estates and Facilities Management Team. Job description Job responsibilities KEY DUTIES: To provide a comprehensive Reception Service for the Estates and Facilities Office Acting as the first point of contact for visitors and providing excellent customer service at all times Dealing with all visitors in a courteous and confidential manner, providing assistance as required Escalating any matters to the Admin Team Leader as appropriate Ensuring all external visitors are accurately signed in and out of the office Notifying office staff of visitors arrival Ensuring telephone calls are answered, enquiries dealt with, callers re-directed as appropriate and accurate messages taken Responsibility for the general tidiness and security of the reception area Responsibility for maintaining an up-to-date contact list To provide administrative support to the Personal Assistant/ Admin Team Leader and Estates and Facilities Administrator to the Estates and Facilities Management Team. Responsibility for Meeting Room bookings Responsibility for the layout, tidiness and security of the Meetings Rooms General administration duties such as copy typing, printing, binding, scanning, filing etc. Arrangement of internal/department level meetings, co-ordinating diaries, booking venues, setting up refreshments Provision of administrative support for internal/department level meetings, including taking, transcribing and typing up action notes/minutes (informal/departmental level) Provision of administrative support for specific areas of work, including collation of returns, issuing of reminders and maintenance of electronic and/or paper records as appropriate Maintenance of office supplies, including liaison with the Stores Department Responsibility for the reporting of faults/general repairs required within the Estates and Facilities Offices Provision of cover for other areas/sites when required Maintenance of filing systems in line with Trust Policies and Procedures Maintenance of up-to-date circulation lists Escalation of any matters, as appropriate, to the Personal Assistant/ Admin Team Leader or Estate and Facilities Administrators to the Estates and Facilities Management Team. Person Specification Qualifications Essential 3 GCSE qualifications (or equivalent), including Mathematics and English Language Willingness to work towards NVQ Level 2 within the recommended timeframe Desirable RSA II NVQ Level 2 in Business Administration Knowledge & Experience Essential Knowledge and use of Microsoft Office software Knowledge of data protection Understanding of confidentiality requirements Literate and numerate Desirable Experience of office procedures, clerical/reception work Experience of working with the general public Skills Essential Demonstrate excellent communication skills Customer Care skills Ability to work as a team member Ability to plan and prioritise effectively to meet deadlines Good telephone manner Standard Keyboard Skills (typing speed of 35 wpm) Person Specification Qualifications Essential 3 GCSE qualifications (or equivalent), including Mathematics and English Language Willingness to work towards NVQ Level 2 within the recommended timeframe Desirable RSA II NVQ Level 2 in Business Administration Knowledge & Experience Essential Knowledge and use of Microsoft Office software Knowledge of data protection Understanding of confidentiality requirements Literate and numerate Desirable Experience of office procedures, clerical/reception work Experience of working with the general public Skills Essential Demonstrate excellent communication skills Customer Care skills Ability to work as a team member Ability to plan and prioritise effectively to meet deadlines Good telephone manner Standard Keyboard Skills (typing speed of 35 wpm) 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 Mersey and West Lancashire Teaching Hospitals NHS Trust Address Southport & Ormskirk Wigan Road Ormskirk L39 2AZ Employer's website https://www.merseywestlancs.nhs.uk/ (Opens in a new tab)