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Team Receptionist/Administrator

Employer
Sussex Partnership NHS Foundation Trust
Location
Haywards Heath
Salary
£20,330 - £21,777 per annum
Closing date
5 Oct 2022

View more

Sector
Healthcare
Function
Administration
Contract Type
Permanent
Hours
Full Time

Job Details

Welcome from our Chief Executive

Our organisation is expanding and we're looking for people with the right values, skills and/or potential to join us. We need people with energy, expertise, enthusiasm to help us provide the very best possible specialist NHS mental health and learning disability care. This involves helping us achieve our strategy to improve the quality of life for the communities we serve through People, Prevention and Partnerships.

So what can we offer you in return?

We're an organisation which puts people first. We'll do everything possible to help you feel respected, valued and included. We'll help you learn, acquire new skills and gain further experience to support your career development. And we'll provide the opportunity for you to bring your fresh ideas to work about how we can do things differently and continue improving.

You will also be joining a health and care system committed to working together to do the best we can for the communities we serve. Above all, at Sussex Partnership you'll have the chance to make a difference to the lives of the patients, carers and families across our communities.

If you like the sound of that, then come and join our team.

Job overview

An opportunity has arisen for highly motivated individual to join the Mid Sussex Assessment & Treatment Service.

We are looking for an individual who has experience of working on a front-line service and able to offer a friendly welcome to a very busy outpatient reception area. A strong sense of initiative, team working and multi-tasking skills are required to work in this patient-focused reception area. You will have the ability to stay calm whilst multi-tasking, be approachable showing kindness and sensitivity

Main duties of the job
  • To provide effective reception and administrative support to the Mid-Sussex Assessment and Treatment Service, including welcome, telephone/email communications, scheduling appointments, scanning & uploading, handling post, ordering stationery and room bookings.
  • To support the Admin Co-ordinators and Admin Team Lead in all areas of administration for the reception service.
  • Develop working relationships with key people across the Mid-Sussex ATS service and play an active role in supporting the wider team with administrative tasks.

Working for our organisation

The post holders will provide administrative support to the clinical team across Haywards Heath and East Grinstead - the main base is Haywards Heath but we have a 'sister-site' at Cantelupe House in East Grinstead - phone cover between sites will be required during admin staff leave.

The work is varied and your role will be crucial in helping to ensure the team's key performance targets are met by providing administrative support. You will be part of a friendly admin team and use the Trust's Carenotes system - The Electronic Patient Record Database. Successful candidates must be able to demonstrate excellent communication and interpersonal skills to effectively manage their workload whilst supporting the wider administration team and providing a front-line service.Kind, compassionate and caring admin professionals are encouraged to apply - An understanding of an outpatient setting within the NHS is desirable but training will be given to the right person.

Detailed job description and main responsibilities
Working directly with the Admin Team and clinical colleagues to ensure a highly efficient and effective reception and administrative support is in place that is responsive to urgent and routine requests:
  • To provide a comprehensive and efficient reception service to the team; this will include scanning and uploading of documents, date stamping and distribution of post, handling of prescriptions (uploading and giving out), helping with the over-flow of calls, dealing with telephone enquiries, updating patient's carenotes with messages, sending emailed messages to staff, typing up of outpatient clinic lists and booking patients into clinics.
  • Liaise with other directorates and staff at all levels, both internally and externally.
  • Ensure that documents and correspondence is stored/filed correctly on the Carenotes Electronic System.
  • To produce appointment letters when extra support is required to a high standard of presentation and accuracy using the Trust templates, in line with Trust guidelines.
  • To be responsible for initiating and sending out routine correspondence and a variety of self-help information when required.
  • To be responsible for the preparation of clinic sheets (the Medic's outpatient clinic lists).
  • To open and process incoming and outgoing post for the team.
  • To respond to emails ensuring actions and communications are followed through.
  • To book rooms/allocate rooms.
  • To help support when other admin staff are on leave.
  • To support the Team's Reception Telephonist.
  • Ensure that all information is handled in a confidential manner, in line with the relevant Trust policies.
  • Support the clinical team with admin assistance.
  • To send out appointment letters when requested.
  • To support with investigations using Carenotes when required.
  • To organise transport, interpreters and other services for service users as and when necessary.
  • To provide reception services, receiving visitors on behalf of the department, dealing sensitively with people, in person and on the telephone, taking accurate messages and providing follow up action as required, using appropriate initiative.
  • To accurately record messages and information from any callers and to initiate appropriate procedures, maintaining effective channels of communication.
  • To act as contact point for members of the team during office hours, responding appropriately in emergency situations by obtaining relevant information and liaising with organisations and persons involved.
  • To liaise with external agencies.
  • To undertake photocopying, scanning, uploading and post as required.
  • To assist in room allocation via Outlook.
  • To be trained in the Oracle system to order stationery/supplies.
  • To ensure compliance with departmental policies and procedures with regard to the security of the building.
  • To provide cover for other administrative staff when required.

To participate in the Trust's supervision and appraisal system.

Person specification

Qualifications
Essential criteria
  • GCSE's of C and above

Desirable criteria
  • Apprenticeship in Administration at Level 2

Knowledge/Experience
Essential criteria
  • Proven Experience of working as a receptionist/administrator
  • Good telephone manner
  • Experience of working in a health care setting

Desirable criteria
  • Understanding of Medical Terminology
  • Awareness of mental health or lived experience

Skills
Essential criteria
  • Interpersonal Skills
  • Dealing with sensitive conversations with service users
  • Importance of confidentiality
  • Knowledge of Microsoft (word, excel, outlook and Powerpoint)
  • Ability to work in busy environment

Sussex Partnership NHS FT is committed to supporting a diverse workforce that reflects our communities. Our workforce is currently under-represented from Black and Minority, Ethnic and disabled communities and we would welcome applications from these communities.

We regret that we are unable to advise candidates if they have not been shortlisted. If you have not heard from us within three weeks of the closing date please assume that you have been unsuccessful on this occasion.

In the event of an excessive number of applicants the Trust reserves the right to close this vacancy earlier than indicated.

Sussex Partnership NHS Foundation Trust takes its responsibilities for the safeguarding and protection of children and young people and vulnerable adults very seriously and expects this of all its employees and bank workers. The Trust works with adult and children's social care to ensure that the integrated service has systems in place to equip staff and bank workers with the knowledge and skills to recognize abuse, and take action to safeguard and protect vulnerable adults and children and young people. It is expected that all staff and bank workers familiarise themselves with the appropriate structures and policies and with the Sussex child protection and safeguarding procedures and the Sussex multi-agency policy and procedures for safeguarding vulnerable adults and undertake the relevant essential training and further training appropriate to their role.

Successful candidates are normally offered salaries at the bottom of the relevant salary range. However, where previous or equivalent NHS experience in a similar role can be demonstrated and evidenced, this may be taken into consideration when setting the starting salary.

Company

SPFT Banner

Who we are

We provide specialist NHS mental health and learning disability services in south east England. People receive care, treatment and support from us in hospital, at home and from a range of community services. Our services are rated ‘good’ by the Care Quality Commission and ‘outstanding’ for caring.

Where we are

We provide services for people of all ages across Sussex and services for children and young people in Hampshire. There’s something for everyone in our local area, whether that’s the hustle and bustle of Brighton, the scenic South Downs or our wonderful coastline where you can chill out to the sound of the surf.

What we can offer you

When you join us, you’ll be coming to work in an organisation that puts people first. We’ll do everything we can to make you feel valued, respected and included. You will be given plenty of opportunities here for your career to flourish. We’re an organisation which is strong on innovation, research and learning, and we will support your development and help you learn new skills in whichever team or service you work in.

Check out the links below to view our key areas of recruitment

Nursing

Medical

Allied Health Professions

Phychology & PsychologicalTherapies

Social Work

Healthcare Support Workers 

Support Services

Check out our latest video below where we hear from our inspiring nurses why Sussex Partnership is such a great place to work.

Company info
Website
Telephone
01903843000
Location
Trust HQ
Swandean
Arundel Road
Worthing
BN13 3EP
GB

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