Job summary We have an exciting opportunity for an experienced Reception Administrator to join our reception team within our Gloucester Hub - Pullman Place. The Gloucester Hub accommodates approximately 270 staff, with 19 assessment rooms, 3 clinics, 6 large meeting rooms and over 18 teams working together. It is essential that the successful candidates has a confident, calm and empathetic approach and are able to communicate effectively as part of a team. These roles are within a busy, dynamic and changing environment and a flexible and positive approach is essential. You will be working collaboratively alongside your Reception colleagues to ensure that all service-users are welcomed in a professional manner. You will also be managing the calls and visitor activity coming into the building, and providing a comprehensive, confidential, reception and administrative service. As well as providing support to maintain the operational function of the building, there will be opportunities to assist the Team Administrators with general administration tasks. If you are a team player with reception/administration experience and excellent customer service skills we would very much welcome your application. In return we offer a varied team environment with regular supervision, appraisals and a commitment to support staff in their continuous development. Main duties of the job Welcome clients, relatives, and visitors in a friendly and courteous manner, assisting them with their enquiries. To deal competently and discreetly with queries either face to face or via the telephone using appropriate protocols Recording messages as appropriate and passing these on to the correct department To deal with all incoming and outgoing mail Tobe competent at booking rooms using the computerised room booking system. To be competent in the use of the photocopier, scanning in order to upload documents on to RiO (patient computerised filing system). Photocopying and maintaining adequate supplies of forms and paperwork. To process new files and maintain clients notes and records as appropriate using current RiO System and the Case Note Tracker System Update building telephone lists as and when required. Carry out weekly reception tasks to ensure continuous supply of forms for staff to use, room bookings, message pages and signing in pages. To keep the reception / waiting areas tidy and ensure notice boards are up to date. To provide cover for other administrative staff in their absence or as required by the Locality Support Services Manager The qualification, training & experience requirements for the role are outlined in the Job Description/Person Specification. About us We have in excess of 5000 staff working over 50 sites, providing a diverse range of services. We strive to support an organisational culture that is welcoming, builds and celebrates inclusivity and diversity and provides a sense of belonging and trust. The annual NHS Staff Surveygives our people the opportunity to tell us about their experience working at the Trust. For the 2023 survey just over 2800 colleagues gave us their views (58.5%). It was great to see from the results that colleagues are saying that: 89.7% believe they are making a positive difference to patients/service users; 73.3% would recommend the organisation as a place to work; 82.4% agree that care of patients and service users is the organisations priority; 76.7% would be happy with the standard of care for a friend or relative Our results put us as 5th nationally as a Community, Mental Health and Learning Disabilities NHS Employer of Choice and 1st equal amongst all NHS Provider Trusts in the South West. However, we know we have more to do and will continue to drive forward our commitment to making GHC a Great Place to Work. 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 327-24-1025 Job locations Pullman Place Great Western Road Gloucester GL1 3NF Job description Job responsibilities This post requires the post holder to be able to undertake all statutory and mandatory training and post holders must be able to undertake physical interventions. Fitness for physical intervention will be assessed by Occupational Health. To ensure you fully understand how the Trust, as a Data Controller, will process and store your data please read the attached document Applicant and Staff Privacy Notice prior to applying for the role. Candidates for any staff appointment shall, when making application, disclose in writing to the Trust whether they are related to any governor. Failure to disclose such a relationship may disqualify a candidate and, if appointed, may render them liable to dismissal. Job description Job responsibilities This post requires the post holder to be able to undertake all statutory and mandatory training and post holders must be able to undertake physical interventions. Fitness for physical intervention will be assessed by Occupational Health. To ensure you fully understand how the Trust, as a Data Controller, will process and store your data please read the attached document Applicant and Staff Privacy Notice prior to applying for the role. Candidates for any staff appointment shall, when making application, disclose in writing to the Trust whether they are related to any governor. Failure to disclose such a relationship may disqualify a candidate and, if appointed, may render them liable to dismissal. Person Specification Qualifications Essential GCSE's or Equivalent Good literacy and numeracy skills Desirable NVQ Level 1 in administration European Computer Driving Licence (ECDL) or equivalent Personal Skills Abilities and Attributes Essential Effective communication skills both written and verbal Demonstrates ability to undertake a wide range of basic administrative tasks Ability to work autonomously and as part of a team Proactive approach and ability to problem solve and prioritise Willingness to further develop IT and clerical skills and knowledge Desirable Ability to contribute to the continuous improvement of systems and processes Length and nature of experience Essential Previous experience of using software packages such as Microsoft Office i.e. Word, Excel, PowerPoint, Outlook Experience of Data Inputting and Retrieval Desirable Previous experience in community sector, social care or NHS Person Specification Qualifications Essential GCSE's or Equivalent Good literacy and numeracy skills Desirable NVQ Level 1 in administration European Computer Driving Licence (ECDL) or equivalent Personal Skills Abilities and Attributes Essential Effective communication skills both written and verbal Demonstrates ability to undertake a wide range of basic administrative tasks Ability to work autonomously and as part of a team Proactive approach and ability to problem solve and prioritise Willingness to further develop IT and clerical skills and knowledge Desirable Ability to contribute to the continuous improvement of systems and processes Length and nature of experience Essential Previous experience of using software packages such as Microsoft Office i.e. Word, Excel, PowerPoint, Outlook Experience of Data Inputting and Retrieval Desirable Previous experience in community sector, social care or NHS 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name Gloucestershire Health and Care NHS Foundation Trust Address Pullman Place Great Western Road Gloucester GL1 3NF Employer's website https://www.ghc.nhs.uk/who-we-are/jobs/ (Opens in a new tab)