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Job description

The Receptionist will be responsible for providing a full range of administrative support to the site, and carry out a range of non-clinical activities, including monitoring and updating the site maintenance database.

The post holder will work under supervision, assisting other administrative staff, sharing work and providing cover for leave purposes where necessary.

The successful applicant may have contact with patients or service users. As an NHS Trust we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues and of course patients and service users when working on our healthcare settings.

• To be responsible for your day to day management of the reception and the development, implementation and maintenance of office practices and procedures to ensure that all non-clinical requirements of the team are met.
• To set up and administer the maintenance of statistical information using a spreadsheet, database or dedicated Trust information system (including clinical and operational) ensuring that all information is readily available for presentation and use for statistical returns.
• Maintain and ensuring that pamphlets and information is up to date and circulated to staff and public as appropriate.
• To carry out a range of administrative tasks and be able to provide cover for other team members as and when required.

Central and North West London NHS Foundation Trust is committed to involve staff at all levels in the development of the organisation.

Managers should ensure that staff are encouraged and involved in organisational and service developments including business planning and they are able to influence discussions, which affect them and their working conditions.

All managers should engender a culture of openness and inclusion so that staff feel free to contribute and voice concerns. They should develop and implement communication systems that ensure staff are well informed and have an opportunity to feedback their views.

Administrative

• To be responsible for your day to day management of the reception and the development, implementation and maintenance of office practices and procedures to ensure that all non-clinical requirements of the team are met.
• To set up and administer the maintenance of statistical information using a spreadsheet, database or dedicated Trust information system (including clinical and operational) ensuring that all information is readily available for presentation and use for statistical returns.
• Maintain and ensuring that pamphlets and information is up to date and circulated to staff and public as appropriate.
• To carry out a range of administrative tasks and be able to provide cover for other team members as and when required.

Client Administration

• To ensure that there are systems in place to record the movement of visitors in line with Trust policies and procedures.

Site Administration

• To have an understanding of health and safety regulation and maintain a safe environment for clients and visitors to the Site in accordance with fire, health and safety procedures.
• To be responsible for maintaining the site room booking system/database
• To be responsible for maintaining site database for managing and monitoring day to day maintenance of the building (including repairs and cleaning and gardening).

Secretarial

• Reception/front house service, ensuring that telephone calls, correspondence and direct contacts with clients and other internal or external agencies are dealt with in an appropriate and professional manner, encouraging staff to use judgement and discretion where necessary and to refer complex matters to relevant senior members of staff.
• Booking rooms for meetings and training events for the site as and when required.
• To ensure that a central diary is maintained for all staff.

Communication

• Clients – non-clinical advice and sensitive information.
• Visitors/Public – Non-clinical advice and information.
• Medical staff – receives and provides information relating to patients.
• General Practitioners – receives and provides information relating to the patients.
• Outside agencies – Social Services, voluntary organisations – receives and provides information relating to the service.