Job Overview
To provide an efficient, effective and high-quality clerical and reception service within designated Health Centres associated with Hillingdon Community Adults and Children’s Services. To act as front of house and receive, assist, and direct various patients, staff, and visitors to appropriate services.
To provide general assistance and support basic administrative needs of the Hillingdon Community Teams located within sites. The postholder will be expected to work closely and in synergy with the wider Hillingdon Administration service including dedicated Community Administrators.
This role may require working across the clinic sites on a rotational basis, and may include evening and weekend cover. The postholder may be required to provide short notice cover across the sites for annual leave or sickness.
The postholder may be required to work alone and adhere to local Lone Working Policies.
Main duties of the job
To work as part of a team providing reception support front of house meet and greet, giving basic information and dealing with drop‑in enquiries in a courteous and appropriate manner. Referring clients to relevant staff/clinics, or taking messages as appropriate.
Please note: This vacancy does not meet the criteria for Skilled Worker sponsorship, unless you meet the criteria by temporary exemption from current changes to immigration rules put in force on 22/07/2025. Separate provisions are applied to workers who have been sponsored and held continuously Skilled Worker visa since prior to 04/04/2024. As such, if you don’t meet the Transitional Provision above we are unable to consider your application unless you can provide documentary evidence of your right to work in the United Kingdom. If you believe you are eligible for sponsorship or already hold a valid right to work in the UK, please ensure you provide full details of your immigration status in the Pre‑Screening Immigration section of your application form. Please note role eligibility also depends on whether the role meets the salary threshold for the relevant occupational code (SOC CODE). For further info please visit: Skilled Worker visa: Overview – GOV.UK.
Working for our organisation
We work in partnership with all who use our services to improve health and wellbeing. Together we look at ways of improving an individual’s quality of life, through high quality healthcare and personal support.
Our values
* Compassion: Our staff will be led by compassion and embody the values of care outlined in our Staff Charter.
* Respect: We will respect and value the diversity of our patients, service users and staff, to create a respectful and inclusive environment, which recognises the uniqueness of each individual.
* Empowerment: We will involve, inform and empower our patients, service users, carers and their families to take an active role in the management of their illness and adopt recovery principles.
* Partnership: We will work closely with our many partners to ensure that our combined efforts are focused on achieving the best possible outcomes for the people we serve.
Our vision and values are underpinned by our strategic objectives
High quality care and best outcomes for patients.
Provide high quality care to people who use our services, and to their carers. These services to be safe, caring, effective, responsive and well‑led when benchmarked nationally.
Detailed Job Description and Main Responsibilities
* To be responsible for opening/unlocking and closing/locking up of clinic sites in accordance with security protocols.
* To have a good general understanding of Hillingdon Adults and Children Community Services in order to effectively provide information and advice.
* To operate the telephone system dealing with enquiries and redirecting as necessary. To maintain an effective message taking system, recording messages for staff and being responsible for seeing that they reach their destination.
* To arrange appointments for clinic sessions as required and maintain up to date filing systems of clients’ records.
* To facilitate the booking and use of interpreting or transport services as required.
* To enter and maintain basic information around appointments on the patient information system.
* To ensure clerical work arising from each clinic is effectively completed at the end of each clinic.
* To use IT systems as required, following appropriate training, to carry out a range of duties to support health centre staff.
JD Reviewed: April 2023.
* To participate in maintaining an up to date display of health education literature within the reception area.
* To assist in providing general office support to community staff, e.g. filing, shredding, distribution and sending of post.
* To ensure good Health and Safety practices at all times. To maintain and order general supplies and stock of stationary and other basic clinic supplies as directed by the Clinic Supervisor/Team Leaders.
* To work in other areas of the trust, as required by the needs of the service.
* To observe and promote standards put forwards in the trust reception standards.
Person specification
Qualifications
* Essential criteria: GCSE (A* – C) or equivalent in Maths and English.
Experience
* Essential criteria:
o Experience of working in a customer care setting or a role that demonstrates transferable skills.
o Understanding of Equal Opportunities and Diversity.
o Understanding of Data Protection / Confidentiality.
* Desirable criteria:
o Experience working in a reception environment.
o Experience of dealing with the general public.
o Experience of working in a healthcare setting.
Skills and abilities
* Essential criteria:
o Demonstrable knowledge of MS Word, Outlook, MS Teams and Excel.
o Accurate data entry and typing skills.
o Excellent written and verbal communication skills.
o Able to work to a high level of accuracy and with attention to detail.
o Demonstratable Knowledge of using different systems and databases.
o Ability to work unsupervised.
o Ability to work within a team.
* Desirable criteria:
o Ability to prioritise own workload.
o Able to work under pressure.
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