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Clerical Officer/Receptionist
The closing date is 02 September 2025
We are looking for a full time member of staff with a working pattern of 9am-5pm Monday to Friday.
The job will include providing a high-level welcome and efficient patient focused service, whilst promoting a positive image. Act as first point of contact to all patients, healthcare professionals and visitors. To provide admin support to the multi-disciplinary team. To maintain strict confidentiality of information at all times.
Please note applicants willbe requiredto pay for their DBS check.Costs are deducted from salary following appointment. The cost of the DBS application is £26.40 (standard) or £54.40 (enhanced), this cost will be deducted from your salary over the first 2 months of employment.
You are encouraged to enrol for the DBS Update Service. An annual fee of £16 per year applies.
Main duties of the job
This is a customer facing role that requires the post holder to provide a comprehensive efficient, confidential, and tactful reception, clerical and administrative service for the department. This could include maintaining patient related records/databases making appointments and preparing correspondence.
About us
#TeamNottsHC comprises over 11,000 dedicated colleagues who #MakeADifference every day. We deliver intellectual disability, mental health, community health, forensic, and offender healthcare services across Nottinghamshire, Leicestershire, Lincolnshire, and South Yorkshire. Our care is provided from over 200 sites, spanning community locations, acute settings, and secure environments, including prisons.
We are one of the largest mental health and community Trusts in the East Midlands and one of Nottinghamshire's biggest employers. We also host national and regional services, such as the National High Secure Deaf Service and the Nottingham Centre for Transgender Health.
We offer a variety of employee-led staff networks, including Equality, Diversity, and Inclusion (EDI) groups, the Green Champions network, the Freedom to Speak Up network, the Health and Wellbeing Champions network, and the Menopause Champions network. These networks play a vital role in supporting our diverse workforce and promoting a culture of inclusivity.
The health and wellbeing of colleagues is a top priority. We invest significantly in this through our in-house occupational health and staff counselling services, supported by a dedicated Health and Wellbeing team.
The Trust is committed to reducing its carbon emissions, with a specialised Energy and Environmental team working to ensure compliance with environmental legislation, enhance our environmental performance, and achieve our net-zero commitment.
Job responsibilities
Key Accountabilities:
* Perform welcome duties which include greeting clients and visitors and ensuring clinical staff are made aware of their arrival.
* Take and deal with all incoming calls.
* Recording and relaying messages accurately via telephone email, and face-to-face contact.
* Receiving visitors, assisting with their enquiries and directing them appropriately.
* Maintain general tidiness of the waiting area.
* Maintain notice boards and leaflet stands. Ensure the reception area is well stocked with information relevant to clients.
* Maintain efficient computerised and manual record systems. This includes:- Request maintenance jobs when required.- Upload documents such as letters, reports, blood results, etc. onto the client electronic record.- Maintain an in/out record of all visiting professionals, for fire safety requirements.- Tracking case notes in and out of the site.- Room bookings- Ensure all confidential documents and files are locked away securely.- To deal with all outgoing/incoming mail.- To receive and sign for all general deliveries or re-direct accordingly.- To assist with other administrative duties within the administration team as required.- General typing of correspondence, audio and copy.- Client data input and data cleansing on RiO- Photocopying, laminating, scanning, shredding etc of documentation.
Any other duties commensurate with the grade, as requested by the Team Leader/Manager.
Please note that this post does not meet the pay or skill level required for a Skilled worker visa. Successful applicants with no prior NHS experience would normally be placed at the bottom of the band in line with Agenda for Change. This salary is below the minimum salary required for sponsorship for a Skilled Worker/Health & Care visa. In these circumstances the Trust would not, therefore, be able to sponsor for a Skilled Worker/Health & Care visa.
Applicants requiring a Skilled Worker Visa can determine the likelihood of obtaining a Certificate of Sponsorship against the relevant criteria here https://www.gov.uk/skilled-worker-visa
Person Specification
Values and Behaviours
* All colleagues are expected to demonstrate that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust Honesty Respect Compassion Teamwork
* All colleagues are expected to demonstrate an understanding of and commitment to Equality, Diversity and Inclusion (EDI) and how it applies to their role. The Trust's expectations are highlighted within our EDI Policy, and associated EDI and Human Rights legislation
Qualifications - Academic / Craft / Professional
* Typing/word processing qualification to RSA/OCR III standard or equivalent level of experience
* Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 2 or proven practical experience.
Experience
* Experience of working in a customer-facing role.
* Previous experience of working in an office environment.
* Ability to work as an affective team member.
* High Level Microsoft office software.
* Relevant Experience of working within the NHS
Skills
* Excellent interpersonal/communication skills, including excellent written and oral skills.
* Excellent telephone manner.
* Good interpersonal skills.
* Good numeracy and literacy skills.
Contractual Requirements
* Ability to travel between venues.
* Requirement to complete Mandatory Training.
Training
* Microsoft Office i.e Database, Excel, Word, Powerpoint.
Physical requirements
* Requirement for sitting in a restricted position for a substantial proportion of the working time
* Has the physical ability to perform the full range of duties.
* There is a frequent requirement to set up meetings/training rooms.
Knowledge
* Computer literacy including word, excel, outlook, database
* Maintain electronic records/information on computer.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Nottinghamshire Healthcare NHS Foundation Trust
£24,465 a yearper annum (pro rata for part time)
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