Job overview
We are currently looking for an Receptionist/Administrator to join our front of house admin team based at The Pier Road Project, Community Drug & Alcohol Service for adults in Bexley.
The primary responsibility of the role is to manage reception duties in a busy service and ensure there is a welcoming environment for service users and visitors. This includes greeting service users and others, answering the telephone and dealing with referrals and enquiries.
Bepartofanadministrativeteamresponsibleforprovidingcomprehensiveadministrative support to the multi-professional team.
Toundertakedatainputtingand collectingdataforthe service.
Supporttheserviceinmeeting compliancewithinworkareasinrelationtoHealth,Safetyand Security monitoring.
The Pier Road Project is an integrated service for adults living in the London Borough of Bexley who are experiencing substance misuse problems. We also support families and friends of those affected.
As a service we pride ourselves on being friendly and supportive. Staff are actively encouraged to access training and further their professional development. This is supported by an experienced, skilled, and highly knowledgeable multidisciplinary team.
South London & Maudsley NHS Foundation Trust Addictions Clinical Academic Group, specialist and community substance misuse services across a number of London Boroughs including Bexley, Lambeth, Richmond and Wandsworth.
Main duties of the job
1. Look after the reception of a busy service; receiving service users, and others and answering the telephone
2. Providecomprehensiveadministrativesupporttothe multi-professional team, managing queries and data entry
3. Todeliverahighstandardofcustomercare
4. Support the collection and updating of specific service-related information and activity
5. Assistwithnon-clinical processes
6. Support maintenance of the service environment,toberesponsiblefor reporting and raising building maintenance, repair and cleaning issues
7. Support the team with regards to service wide roles including Rapid Response, Fire Warden duties, Health and Safety duties.
8. Assistwiththeinduction of all staff andday todaysupervisionofjunior/temporary /volunteer administrative staff.
9. To take minutes of meetings.
10. Inconjunction withothermembersofthe administrationteam,supportof theservicewide cover arrangements.
11. Be able to work in a flexible and open manner in line with the needs of the service.
12. To participate in any training and developmental needs as required by the Business Support / Officer Manager, Service Borough Lead and Team Leaders.
13. Toundertakeany otherdutiesconsideredrelevantbytheservice, appropriate to the banding of this post, as negotiated with the Business Support / Officer Manager and Service Borough Lead.
Working for our organisation
South London and Maudsley NHS Foundation Trust (SLaM) provide the widest range of NHS mental health services in the UK as well as substance misuse services for people who are addicted to drugs and alcohol. We work closely with the Institute of Psychiatry, Psychology and Neuroscience (IoPPN), King's College London and are part of King's Health Partners Academic Health Sciences Centre. There are very few organisations in the world that have such wide-ranging capabilities working with mental illness. Our scope is unique because it is built on three major foundations: care and treatment, science and research, and training.
SLaM employ around 5000 staff and serve a local population of 1.1 million people. We have more than 230 services including inpatient wards, outpatient and community services. Currently, provide inpatient care for approximately 5,300 people each year and treat more than 45,000 patients in the community in Croydon, Lambeth, Lewisham and Southwark; as well as substance misuse services for residents of Bexley, Lambeth, Richmond and Wandsworth.
At SLaM, you will gain experience of being part of an organisation with a rich history and international reputation in mental health care. You will have access to professional development and learning opportunities, and have the chance to work alongside people who are world leaders in their field.
Detailed job description and main responsibilities
14. To look after the reception of a busy service; receiving service users, and others and answering the telephone and dealing with referrals and enquiries.
15. Providecomprehensiveadministrativesupporttothe multi-professional team withregards to the processing of clinical documentation, managing queries and data entry.
16. Todeliverahighstandardofcustomercarerepresentativeoftheserviceandtheoverall Trust’s objectives.
17. Support the collection and updating of specific service-related information and activity to ensurerequiredKeyPerformanceIndicators(KPI)areinputina timelyfashionontorequired systems.
18. Assistwithnon-clinical processeswhichneedtobeundertaken tosupportclinical teams,and the overall service deliver quality patient care.
19. Support maintenance of the service environment in conjunction with other members of the administrationteam,toberesponsiblefor reporting and raising building maintenance, repairs and cleaning issues
20. Support the team with regards to service wide roles including Rapid response, Fire Warden duties, Health and Safety duties.
21. Assistwiththeinduction of all staff andday todaysupervisionofjunior/temporary /volunteer administrative staff.
22. To take minutes of meetings.
23. Inconjunction withothermembersofthe administrationteam,supportof theservicewide cover arrangements.
24. Be able to work in a flexible and open manner in line with the needs of the service.
25. To participate in any training and developmental needs as required by the Business Support / Officer Manager, Service Borough Lead and Team Leaders.
26. Toundertakeany otherdutiesconsideredrelevantbytheservice, appropriate to the banding of this post, as negotiated with the Business Support / Officer Manager and Service Borough Lead.
Person specification
Education and Qualification
Essential criteria
27. Good standard of general education including English and Mathematics achieving grades A-C
28. One year’s experience as a receptionist and/or secretary in an office environment.
29. Good written communication skills
Desirable criteria
30. Administration qualification or demonstrable experience
31. NVQ Level II/III Recognised administration or secretarial qualification.
Experience
Essential criteria
32. Demonstrable experience of practice and procedures relevant to the area of work
33. Maintaining the quality and integrity of data along with Awareness and understanding of the importance of maintaining confidentiality and integrity of data.
34. Ability to work under pressure in potentially stressful situations and Prioritising and organising workloads to meet required deadlines
35. Experience in using Microsoft Office packages (Word, Outlook and Excel)
Desirable criteria
36. Experience of working in an NHS environment
37. To have an understanding of mental health awareness
38. Experience of health or social care electronic patient record systems
Knowledge and Skills
Essential criteria
39. Demonstrate the ability to produce/present documentation to a high standard
40. Ability to work alone and as part of a team and Ability to use own initiative Flexible attitude
41. Excellent interpersonal, verbal and written communication skills
42. Ability to multi-task and prioritise/plan workload
43. Ability to remain calm and compassionate when dealing with distressed clients and others.
44. Good organisational skills Knowledge of administrative/office systems
45. Recognition of own strengths and weaknesses
Desirable criteria
46. Knowledge and understanding of the Electronic Patient Journey System (ePJS)
47. Experience of Racial Awareness/Diversity Training.