Main area Outpatient Administrator/Receptionist Grade NHS AfC: Band 3 Contract Permanent Hours Part time - 30 hours per week (Monday to Friday) Job ref 367-ACMS-3755
Employer Hertfordshire Partnership NHS Foundation Trust | Site Rosanne House, Welwyn Garden City, AL8 6HG | Town Welwyn Garden City | Salary £26,240 - £27,928 per annum, pro rata (Inclusive of 5% HCAS) | Salary period Yearly | Closing 02/10/2025 23:59
Overview
An opportunity has arisen for a part-time Receptionist/Outpatient Administrator to join the Trusts Community Mental Health Services Team, based at Rosanne House, Welwyn Garden City. The successful candidate will contribute to the provision of a comprehensive, efficient and effective administrative service, front of house reception, and support to team leaders and clinical staff with day-to-day administration tasks.
The role involves appointment diary administration, room bookings, ongoing database management using the Trust\s systems, and some financial responsibility for client finances. The post holder will work independently with a high degree of confidentiality and undertake non-routine duties without direct supervision, within broad procedural guidelines. Excellent IT skills and accurate typing are essential, with daily face-to-face contact with service users requiring good interpersonal skills.
Please read the Job Description & Persons Specification.
Main duties of the job
* Responsible for the smooth running of the outpatient clinics from the reception desk, providing support to clinicians holding clinics.
* Ensure accurate data registered on EPR (Paris); produce data for audits when asked to do so.
* Ensure all visitors to the Unit and all telephone calls are dealt with promptly and professionally, maintaining confidentiality and promoting the Trust\s corporate image.
* Manage the web-based Room Bookings system; relate to clinic outcomes and record outcomes onto Paris (EPR). Training will be provided.
* Diary management for and during outpatient clinics.
* Answer all incoming calls and deal with queries appropriately.
* Manage all incoming and outgoing mail to the unit.
* Maintain tidiness of reception areas and clinical spaces.
* Ensure all correspondence is accurately presented using current methodologies and medical terminology.
* Complete non-routine tasks to meet team needs and update skills through mandatory training.
* Demonstrate excellent IT skills, including Microsoft Office; accurate typing is essential.
* Keep Appointeeship monies up to date and accurate.
* Report maintenance and cleaning issues to the Helpdesk and record references; escalate major issues to the Site Manager.
* Manage personal alarms, ensuring they are charged regularly.
Person specification
Education / Qualification
* Good level of education/GCSE including English Language and Numeracy
* ECDL or equivalent
* NVQ II / RSA II
* Courses relevant to the post
Skills & Knowledge
* Knowledge of office procedures; good language skills
* Proficiency in Outlook, Word & Excel; knowledge of EPR systems
* Evidence of good organisational skills and ability to prioritise workload under pressure
* Initiative, tact and judgement; ability to work independently within guidelines
* Commitment to confidentiality
* Evidence of teamwork
* Knowledge of the Trust values and behaviours: Kind, Welcoming, Positive, Respectful and Professional
Skills
* Evidence of Customer Service/Reception skills
* Keyboard skills; additional skills relevant to the post
Communication Skills
* Evidence of effective communication under pressure
* Ability to deal with challenging behaviour/barriers to communication
* Additional communication skills appropriate to the post
About us
Hertfordshire Partnership University NHS Foundation Trust (HPFT) is rated by the Care Quality Commission as an Outstanding provider of mental health and learning disability services. In 2021, HPFT won the Health Service Journal award for Mental Health Trust of the Year. Our staff rating reflects a supportive development and wellbeing culture with a values-driven approach to care.
If you would like to join a team to be proud of and you share our values and passion for great care and outcomes for our service users and carers, we would love to hear from you.
Additional Information
HPFT is committed to being an equal opportunities employer and to diversity. We encourage applications from all sections of the community including users of mental health services.
The Trust is committed to helping staff balance work and home life and welcomes applications from candidates wishing to work part-time or under flexible working arrangements.
Infection Control
All staff will need to comply with current Infection Prevention and Control measures, which could include wearing a mask on all Trust sites.
AI Usage Guidance— While AI tools can aid applications, they cannot fully grasp the job requirements; tailor your application accordingly.
Visa and Immigration— Candidates who require a Skilled Worker visa should review visa sponsorship criteria on GOV.UK.
Employer certification / accreditation badges
The postholder will have access to vulnerable people and this post is subject to Disclosure to check for any previous convictions.
Application numbers
This vacancy may close early if we receive a high number of applications. Please submit your application promptly.
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