Community Receptionist / Administrator 59 views

NHS AfC: Band 3

Main area: Community Receptionist/Administrator Band 3

Grade: NHS AfC: Band 3

Contract: Permanent

Hours: Part time – 20 hours per week (Monday – Friday – 9am -1pm = 4 hours a day x 5 days ( Monday- Friday ) = 20 hours per week)

Job ref: 395-WF105-24

Site: Langthorne Health Centre

Town: LONDON

Salary: £22,816 – £24,336 + HCAS

Salary period: Yearly

Closing: 20/06/2024 23:59


Joining #TeamNELFT means you’ll become part of a welcoming and supportive working environment. We’re CQC rated Good, and we want you to join us on the journey towards an Outstanding rating. NELFT has sites across North East London, Essex, Kent and Medway. We provide community and mental healthcare services to adults and children within these areas.

The Trust has award winning equality and diversity initiatives and staff health and wellbeing activities. We invest heavily in your development, because when you are valued and supported, we provide the best care to our patients. We are a Level 3 Disability Confident Leader, have been featured in the Working Families Top 10 Employers benchmark for three consecutive years, and we have achieved a Carers UK Level 1 Accreditation. Along with our staff networks and training opportunities, we work hard to embed a just and compassionate culture here at NELFT.

Find out more about NELFT careers and what makes our Trust a great place to work, in this video


Job overview

Community Receptionist/Administrator  Band 3-  20 hours per week 

( 9am – 1pm – Monday to Fridays )
An enthusiastic part -time Community Receptionist/Administrator is required to provide front line reception and administration services, ensuring that the day to day management of reception and administrative responsibilities are maintained. The post holder will work with the team to maintain and monitor the standards for Fire, Health & Safety, Infection Control, security and waste management, and will work in conjunction with line manager to ensure monthly audits are provided and issues addressed, and to assist with collection and collating of data. This is a part-time post for 20 hours per week – working Mondays – Fridays from 9am – 1pm.  Please note that as this is a Front Line Receptionist position, therefore there is no agile working or home working available for this post. Base for this position is LANGTHORNE Health Centre, 13 Langthorne Road, Leytonstone, LONDON, E11 4HX.  The post holder will also be required to cross site work to ensure service delivery, as when required to cover colleague absences. 


Main duties of the job

Community Receptionist/Administrator is required to provide front line reception and administration services, ensuring that the day to day management of reception and administrative responsibilities are maintained. The post holder will work with the team to maintain and monitor the standards for Fire, Health & Safety, Infection Control, security and waste management, and will work in conjunction with line manager to ensure monthly audits are provided and issues addressed, and to assist with collection and collating of data. This is a part-time post for 20 hours per week – working Mondays – Fridays from 9am – 1pm.  Please note that as this is a Front Line Receptionist position, therefore there is no agile working or home working available for this post. Base for this position is LANGTHORNE Health Centre, 13 Langthorne Road, Leytonstone, LONDON, E11 4HX.  The post holder will also be required to cross site work to ensure service delivery, as when required to cover colleague absences. 


Working for our organisation

Probationary Period

This post will be subject to a probationary period. Internal applicants are exempt from the probationary period (unless you are an internal applicant currently part way through a probationary period or currently a bank member of staff).

Starting with NELFT

NELFT place a great deal of importance on new starters being properly welcomed and inducted into the Trust.  All new starters will join the Trust on the first Monday of each month and will undertake a comprehensive induction of up to two weeks which will include mandatory training, systems training and the allocation of equipment.  As part of the process new starters will have the opportunity to also meet the executive team, senior managers and attend a number of drop in sessions focussing in engagement, health and wellbeing and key processes.  The induction will be held at our head office in Rainham, Essex.

High Cost Area Supplement – Outer London

This post also attracts payment for High Cost Area Supplement of 15% of the basic salary (with a minimum of £4,313 to a maximum of £5,436 p.a. pro rata for part time).

High Cost Area Supplement – Fringe

This post also attracts payment for High Cost Area Supplement of 5% of the basic salary (with a minimum of £1,192 to a maximum of £2,011 p.a. pro rata for part time).


Detailed job description and main responsibilities

  • The Post Holder will be required to undertake various assignments as required to provide the team with essential and current information to support the Organisations and Teams objectives
  • To provide a seamless reception service ensuring all users of the building are assisted with their enquiries to a satisfactory resolution
  • To answer the telephone in a polite and helpful manner and deal with all enquiries and take messages when required, within a specific time frame.  All messages must be accurately recorded and prioritised accordingly.
  • Day to day reporting of Estates/facility issues as per procedure.  To monitor and report security issues during community reception operating hours.  To follow on-site security procedures including safe key security and highlight problems.
  • To ensure statutory and mandatory training is undertaken as per Trust requirements.
  • To access the RIO computer programme in order to accurately update information as stated in agreed RIO process maps. To ensure data is inputted within required time frames.
  • To be competent in IT software as per Job Specification and to use various IT systems to record and provide data as required.
  • To attend training relevant to the post i.e. Fire Warden training. 
  • To follow fire procedures ensuring fire evacuation is successfully carried out in an emergency and drill situation.  This role will assume the lead for Fire Evacuation and liaison with the Fire Brigade in the absence of the Community Reception Manager.
  • To report any maintenance /repair problems, damage or security issues or any untoward incidents as per procedures.
  • To follow procedures for on-site waste management and Infection control issues.  To escalate problems as necessary.
  • To be responsible for ensuring daily check of the Defib and emergency kit is carried out and recorded and any action taken as required.
  • To receive and store deliveries as appropriate for Community, to issue the stocks accordingly. To be responsible for checking fridge temperatures and reporting discrepancies.
  • The Community Receptionist will ensure information is displayed in an appropriate, effective, relevant manner and is current.
  • Facilitate the smooth running of the service, dealing sensitively with any complaints, problems or issues arising, highlighting and referring problems where necessary to the line manager.
  • Responsible for ordering stationery and other supplies via the electronic procurement system, receipting goods and chasing shortfalls
  • Computer/Administration
  • Use the patient records system to enter client related information and care events.
  • Print out monthly team reports on service activity. 
  • Respond to frequent enquiries made by clients/staff, either in person or on the telephone, promptly and in a professional and courteous manner in line with Trust policy. 
  • Work competently within current procedures for own working practices and, where appropriate, contribute to the development and implementation of changes to improve own working practices/service, policies, procedures and guidelines.
  • Demonstrate effective communication skills and promote a positive image of the team with service users, carers, professionals and external agencies from a variety of disciplines, both within and outside the Trust. 
  • Communication
  • Participate in audits and surveys as necessary. Provide support in the development of audit reports
  • Retrieve and record patient information in line with service requirements.
  • Take clear messages and pass them promptly to the appropriate member of the team using own judgement on urgency.

Person specification

NVQ level 2 or equivalent standard of literacy and numeracy

Essential criteria
  • Working in a busy office environment Experience of working in an administrative capacity for at least three years Experienced organiser, skilled administrator with ability to work within specified time frames Experience of storing and maintaining records
Desirable criteria
  • Working in a busy office environment Experience of working in an administrative capacity for at least three years Experienced organiser, skilled administrator with ability to work within specified time frames Experience of storing and maintaining records

Maintaining efficient administrative systems

Essential criteria
  • Maintaining efficient administrative systems
Desirable criteria
  • achieved grades, experience

Basic awareness of IT and IT skills

Essential criteria
  • Basic awareness of IT and IT skills
Desirable criteria
  • Able to use own initiative and work without supervision

Benefits

We believe in bringing your authentic and best self to work, in order to deliver the best care to our patients. We are committed to supporting our employees holistically. Here is a snapshot of what is on offer at NELFT:

  • A long-standing and award-winning approach to equality and diversity with supportive networks for ethnic minority staff, staff with disabilities or long term/chronic conditions and LGBT staff.
  • A commitment to supporting colleagues to achieve a work life balance, through flexible working opportunities and our efforts to support our working parents and carers. This has resulted in us being recognised as a ‘Top 10 Family Friendly Employer’ from the Working Families Charity.
  • Proactive health and wellbeing support, including access to our employee assistance programme, staff psychological support, individual wellbeing conversations and a network of health and wellbeing ambassadors.
  • Detailed information about our wellbeing and benefits offer can be found in this link.

As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement whether that’s a job share, part time hours or another flexible pattern.


Supporting our Armed Forces

We recognise the valuable contribution that the Armed Forces community make to our organisation. We have signed the Armed Forces Covenant and achieved Gold Award under the Armed Forces Employer Recognition Scheme. We have supportive policies, guaranteed interview schemes for veterans. reservists and military spouses and give additional leave to our Reservists so that they can attend their annual camp.


Equal opportunities employer

We are committed to equal opportunities and diversity and positively encourage applications from all sections of the community regardless of any protected characteristic.

We are a Disability Confident employer and have made the pledge to commit to employing more people with disabilities. If you require this application in another format i.e. Braille or audio tape please contact the recruitment team on 0300 300 1530 or email recruitment@nelft.nhs.uk.


Correspondence with us

You are advised to regularly check your emails (including any junk mail/spam folders) for correspondence related to this post.

In the event of a high number of responses to any advert, NELFT reserves the right to close the vacancy early. If you do not hear from us within three weeks of the closing date then please assume you have not been successful on this occasion.

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