Main area Administration Grade Apprenticeship Contract Apprenticeship: 18 months (Monday - Friday (9am - 5pm)) Hours Full time - 37.5 hours per week Job ref 186-343-25-FS
Employer Nottinghamshire Healthcare NHS Foundation Trust Employer type NHS Site Westminster House Town Nottingham Salary £12,514 per annum (pro rata for part-time) Salary period Yearly Closing 02/04/2025 23:59
Job overview
This role requires a skilled team receptionist with the ability to provide an efficient administrative service to the Community Forensic Services based in the office at Westminster House, Mapperley. This role requires a friendly, caring and energetic person who works well on their own and within a team. This role will include welcoming clients/visitors to the building ensuring they check in/sign in the visitors book, ordering equipment on the procurement system, logging issues with the building to estates & facilities, doing the weekly building checks, checking the cameras, staff personal alarms are in working order and to have a positive can-do attitude and to be able to use their own initiative.
Main duties of the job
Reception duties to include meeting patients, visitors and staff and dealing with face to face/telephone enquiries.
Maintain healthcare records including computerised systems and databases.
To receive and make internal & external telephone calls from staff, service users/patients, members of the public and external agencies ensuring that messages received are appropriately signposted and actioned.
Preparation of clinics, i.e. ensuring up to date records are available.
Type up correspondence as required (letters, memos and reports etc).
Co-ordinating healthcare appointments for patients.
To implement and maintain adequate filing and follow up systems.
Transfer of individual and bulk files for archiving between locations.
Filing and photocopying, scan and attaching documents.
Input clinical data and maintain.
Identify health and safety practices that are appropriate to self and others.
To participate in appropriate training courses and updates in accordance with mandatory requirements and undertake a personal development plan.
To be flexible in the role and to cover other areas to support the demands of the service.
To undertake any other duties that would be a reasonable expectation of the role.
Working for our organisation
#TeamNottsHC comprises over 11,000 dedicated colleagues who #MakeADifference every day. We deliver intellectual disability, mental health, community health, forensic, and offender healthcare services across Nottinghamshire, Leicestershire, Lincolnshire, and South Yorkshire. Our care is provided from over 200 sites, spanning community locations, acute settings, and secure environments, including prisons.
We are one of the largest mental health and community Trusts in the East Midlands and one of Nottinghamshire's biggest employers. We also host national and regional services, such as the National High Secure Deaf Service and the Nottingham Centre for Transgender Health.
We offer a variety of employee-led staff networks, including Equality, Diversity, and Inclusion (EDI) groups, the Green Champions network, the Freedom to Speak Up network, the Health and Wellbeing Champions network, and the Menopause Champions network. These networks play a vital role in supporting our diverse workforce and promoting a culture of inclusivity.
The health and wellbeing of our colleagues is a top priority. We invest significantly in this through our in-house occupational health and staff counselling services, supported by a dedicated Health and Wellbeing team.
The Trust is committed to reducing its carbon emissions, with a specialised Energy and Environmental team working to ensure compliance with environmental legislation, enhance our environmental performance, and achieve our net-zero commitment.
Detailed job description and main responsibilities
To contribute to the administrative work within the team.
To gain an understanding of how the team functions by providing support as required whilst gaining knowledge and experience and by undertaking training in the following:
Business Administrator Level 3 Apprenticeship
Knowledge-based off the job training will take place during the 18 months of the Apprenticeship. The Apprentice must complete 20% off the job training to be eligible for the Apprenticeship.
Person specification
Qualifications
* Minimum OCR/RSA II typing/word processing or equivalent level of knowledge and experience.
* NVQ Level 2 in Business & Administration or a willing to work towards this qualification.
* ECDL or IT qualification.
Experience
* Customer Care Experience.
* Experience of working in an office environment.
* Experience in using SystmOne/RiO.
Skills
* Excellent IT skills and knowledge of IT systems.
* Excellent telephone manner.
Values and Behaviours
* All colleagues are expected to demonstrate at interview that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust, Honesty, Respect, Compassion, Teamwork.
* All colleagues are expected to demonstrate an understanding of and commitment to Equality, Diversity and Inclusion (EDI) and how it applies to their role. The Trust’s expectations are highlighted within our EDI Policy, and associated EDI and Human Rights legislation.
Other
* Awareness of confidentiality requirements.
* Ability to work as a part of a team.
Additional Information
* The closing date given is a guide. We reserve the right to close the post early once we have received a sufficient number of applicants, so we advise you to submit your application early to prevent disappointment.
* We will be requesting references by email. Please ensure you include email addresses and contact numbers for your referees to avoid delay in the recruitment process.
* The Trust believes in treating everyone with dignity and respect and encourages applications from all sectors of the community. We guarantee an interview to candidates with disabilities who meet the minimum essential criteria.
* Communication regarding your application will be sent via email therefore, please ensure you regularly check your spam/junk folder.
* In submitting an application form, you authorise Nottinghamshire Healthcare NHS Foundation Trust to confirm from your previous or current NHS employer and other prior employers; previous NHS service details and personal data held about you. This data will be transferred using NHS Electronic Staff Record and third party systems via an automated process and only used for the purposes of obtaining and maintaining accurate employment records, should you be appointed to the post. Should you require any further information please refer to our Privacy Policy shown on the Trust website.
* For eligible posts, DBS disclosures are mandatory before commencement of employment. If you are in a position that is deemed a regulated adult and/or child care role, you will not be able to start your employment until we have received a satisfactory DBS Disclosure. The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment. Convictions which would otherwise be considered as 'spent' will also be checked as part of an Enhanced DBS Disclosure.
Employer certification / accreditation badges
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Name: Rebecca Worrall Job title: Admin & Performance Manager & PA Email address: rebecca.worrall@nottshc.nhs.uk Telephone number: 07502 591268
Name: Megan Cole Admin Team Leader for Westminster House & PA to General Manager Telephone number: 0115 773 5910
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