• Job Description

  Req#: C9839-25-0185?language=en&page=547&sort=publicationDateDesc

  Job summary

  This vacancy is a for a Receptionist/Admin Support based at Attleborough Health Centre, Attleborough, here you will be covering all reception duties, this is a part time post, the hours are 0830 - 1630, Monday & Tuesday. You will be the first contact for the patient and representing the Trust. Attleborough Health Centre hosts a vast range of outpatient appointments, as well as checking patients in you will be dealing with lots of queries from both patients and colleagues, no two days are the same. This is a very interesting reactive role which can be busy and demanding , but completely satisfying. If you are successful you will be joining an admin team of approximately 19 members based around Norfolk - Wymondham, Dereham, Attleborough & Long Stratton.

  Please note that we unfortunately cannot offer sponsorship for this position.

  Main duties of the job

  • Answering telephone calls
  • Meeting and greeting patients
  • Receiving and distributing post
  • Scanning
  • booking/amending & cancelling appointments
  • Re-acting to whatever walks through the door
  • Supporting patients and staff with queries
  • Ad-hoc tasks - role appropriate

  About us

  This is a rare and wonderful opportunity to work for the Norfolk Community Health and Care Trust, this is a fantastic organisation, you will have regular supervisions and be fully supported and trained. The Trust is like a family where there is constant support, feeling valued is utmost within this establishment. All staff adhere to the Behaviour Framework where the top of the list is 'Care, Respect & Dignity' this applies to colleagues and patients. Come work for an organisation that you can feel Proud of.

  • Good benefits package including a minimum 27 days annual leave, plus Bank Holidays.
  • Opportunity to join the NHS pension scheme.
  • Wellbeing support (gyms, free eyesight test, cycle to work scheme, staff physio service and wellbeing resources).
  • Free parking at most sites.
  • Supportive, positive culture that is well led, with regular supervision.
  • Comprehensive in house and external training programmes available.
  • Gain experience and learning whilst making a difference and working for one of the world's biggest brands - the NHS.

  Apply now to join an organisation that has been awarded an 'Outstanding' rating by the Care Quality Commission (CQC), the highest possible rating and the first stand-alone NHS community trust in the country to be awarded the title.

  Details

  Date posted

  02 May 2025

  Pay scheme

  Agenda for change

  Band

  Band 2

  Salary

  £23,615 a year per annum pro rata

  Contract

  Permanent

  Working pattern

  Part-time

  Reference number

  839-6969292-AB-B

  Job locations

  Attleborough Health Centre

  Station Road

  Attleborough

  NR17 2AS

  
  

  Job description

  Job responsibilities

  To carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties which will include:

  • Dealing appropriately with all telephone enquiries as well as face to face patient contact, which may include investigating and problem solving as well as regularly dealing with matters of a complex and/or distressing nature.
  • Using a range of software programmes to produce, maintain and distribute documents, including adhoc and routine reports, spreadsheets, and databases, which may include medical terminology and clinic information.
  • Photocopying, scanning and emailing documentation promptly and efficiently, generating and distributing letters, tasking clinicians, ensuring that all patient records are maintained and kept up-to-date. This includes the assembling of patient information packs to be handed out to patients.
  • Receiving, sorting and distributing mail and ensuring that outgoing mail is sent in a timely manner.
  • Researching appropriate websites, downloading and circulating documents as requested.
  • Issuing parking permits to colleagues
  • Issuing and activating door fobs

  To open/close Reception office, greet visitors, provide information and direction, make and manage room bookings for staff and clinicians, resolving appointment conflicts as and when required.

  To undertake receptionist/telephonist duties, be a point of contact for internal and external callers and visitors, accepting deliveries, re-directing callers and service users, where appropriate, and providing information or answering questions on routine matters and ensuring that accurate messages are passed on in a timely manner.

  To communicate with patients and clients at an appropriate level providing clear information and guidance and dealing with patients fears and lack of understanding, exercising tact, judgement and confidentiality in dealing with and resolving routine enquiries, taking accurate messages and ensuring these are passed to the relevant person in a timely manner.

  To provide basic administration support for Norfolk County Council (NCC) colleagues such as printing and posting, receiving and transferring of calls, receiving deliveries and greeting service users.

  Inputting onto various databases and systems, including SystmOne, Cloudbooking, Powergate, and the Spine Portal within the required timescales and deadlines. This includes scanning documents onto patient records within a specific time frame.

  To be responsible for the efficient use of office equipment and nursing supplies, monitoring and maintaining stock levels, requisitioning and receipting goods and services on the NHS procurement system, Powergate, and carrying out research into goods and services as directed.

  To support site regularly with health and safety checks in clinical areas/rooms, reporting maintenance, security, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times. This includes carrying out checks to ensure the Defibrillator machine and panic alarms are working correctly.

  Provide cover in other departments as required, during periods of absence, as directed by the Supervisor or Admin Team Leader. This may require travelling to other sites

  To be committed to working within a changing environment, responding positively to new demands and changes. To be an active team member recognising potential problems, escalating these and any constructive ideas for improvement on to the Admin Team Lead.

  It is the post holders responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.

  To attend relevant team and service meetings, when required. These may be virtual or in person. This may require travelling to other sites.

  Job description

  Job responsibilities

  To carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties which will include:

  • Dealing appropriately with all telephone enquiries as well as face to face patient contact, which may include investigating and problem solving as well as regularly dealing with matters of a complex and/or distressing nature.
  • Using a range of software programmes to produce, maintain and distribute documents, including adhoc and routine reports, spreadsheets, and databases, which may include medical terminology and clinic information.
  • Photocopying, scanning and emailing documentation promptly and efficiently, generating and distributing letters, tasking clinicians, ensuring that all patient records are maintained and kept up-to-date. This includes the assembling of patient information packs to be handed out to patients.
  • Receiving, sorting and distributing mail and ensuring that outgoing mail is sent in a timely manner.
  • Researching appropriate websites, downloading and circulating documents as requested.
  • Issuing parking permits to colleagues
  • Issuing and activating door fobs

  To open/close Reception office, greet visitors, provide information and direction, make and manage room bookings for staff and clinicians, resolving appointment conflicts as and when required.

  To undertake receptionist/telephonist duties, be a point of contact for internal and external callers and visitors, accepting deliveries, re-directing callers and service users, where appropriate, and providing information or answering questions on routine matters and ensuring that accurate messages are passed on in a timely manner.

  To communicate with patients and clients at an appropriate level providing clear information and guidance and dealing with patients fears and lack of understanding, exercising tact, judgement and confidentiality in dealing with and resolving routine enquiries, taking accurate messages and ensuring these are passed to the relevant person in a timely manner.

  To provide basic administration support for Norfolk County Council (NCC) colleagues such as printing and posting, receiving and transferring of calls, receiving deliveries and greeting service users.

  Inputting onto various databases and systems, including SystmOne, Cloudbooking, Powergate, and the Spine Portal within the required timescales and deadlines. This includes scanning documents onto patient records within a specific time frame.

  To be responsible for the efficient use of office equipment and nursing supplies, monitoring and maintaining stock levels, requisitioning and receipting goods and services on the NHS procurement system, Powergate, and carrying out research into goods and services as directed.

  To support site regularly with health and safety checks in clinical areas/rooms, reporting maintenance, security, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times. This includes carrying out checks to ensure the Defibrillator machine and panic alarms are working correctly.

  Provide cover in other departments as required, during periods of absence, as directed by the Supervisor or Admin Team Leader. This may require travelling to other sites

  To be committed to working within a changing environment, responding positively to new demands and changes. To be an active team member recognising potential problems, escalating these and any constructive ideas for improvement on to the Admin Team Lead.

  It is the post holders responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.

  To attend relevant team and service meetings, when required. These may be virtual or in person. This may require travelling to other sites.

  Person Specification

  Qualifications

  Essential

  • Maths and English GCSE (Grade C or above), or equivalent
  • Good keyboard and IT skills.

  Desirable

  • RSA typing or equivalent experience
  • Shorthand

  Experience

  Essential

  • Proven administration experience in a busy office environment
  • Proven experience of working as part of a team

  Desirable

  • Knowledge of NHS ordering systems
  • Knowledge of SystmOne, PAS etc.
  • Knowledge of NHS invoicing systems

  Skills, abilities and Knowledge

  Essential

  • Comprehensive working knowledge of Microsoft Office, especially Word, Excel and Outlook.
  • Good organisational and communications skills
  • Proven ability to work on own initiative, without direct supervision, prioritising and managing own workload
  • Articulate, calm, polite and well-motivated with a positive attitude to customer care

  Desirable

  • Customer Care Skills
  • Enhanced IT Skills
  • Planning Skills
  • Supervisory skills

  Communication

  Essential

  • Good communication skills

  Personal Attributes/Behaviours

  Essential

  • Enthusiastic and motivated
  • Committed to providing the best possible service to patients
  • Tact and diplomacy
  • Able to work on own initiative
  • Team Player

  Other

  Essential

  • Flexible attitude and approach to work to meet service needs
  • Able to make own transport arrangements

  Person Specification

  Qualifications

  Essential

  • Maths and English GCSE (Grade C or above), or equivalent
  • Good keyboard and IT skills.

  Desirable

  • RSA typing or equivalent experience
  • Shorthand

  Experience

  Essential

  • Proven administration experience in a busy office environment
  • Proven experience of working as part of a team

  Desirable

  • Knowledge of NHS ordering systems
  • Knowledge of SystmOne, PAS etc.
  • Knowledge of NHS invoicing systems

  Skills, abilities and Knowledge

  Essential

  • Comprehensive working knowledge of Microsoft Office, especially Word, Excel and Outlook.
  • Good organisational and communications skills
  • Proven ability to work on own initiative, without direct supervision, prioritising and managing own workload
  • Articulate, calm, polite and well-motivated with a positive attitude to customer care

  Desirable

  • Customer Care Skills
  • Enhanced IT Skills
  • Planning Skills
  • Supervisory skills

  Communication

  Essential

  • Good communication skills

  Personal Attributes/Behaviours

  Essential

  • Enthusiastic and motivated
  • Committed to providing the best possible service to patients
  • Tact and diplomacy
  • Able to work on own initiative
  • Team Player

  Other

  Essential

  • Flexible attitude and approach to work to meet service needs
  • Able to make own transport arrangements

  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.

  Employer details

  Employer name

  Norfolk Community Health and Care NHS Trust

  Address

  Attleborough Health Centre

  Station Road

  Attleborough

  NR17 2AS

  
  

  Employer's website

  https://www.norfolkcommunityhealthandcare.nhs.uk (Opens in a new tab)

  Employer details

  Employer name

  Norfolk Community Health and Care NHS Trust

  Address

  Attleborough Health Centre

  Station Road

  Attleborough

  NR17 2AS

  
  

  Employer's website

  https://www.norfolkcommunityhealthandcare.nhs.uk (Opens in a new tab)

• About the company

  National Health Service (NHS) is the umbrella term for the publicly-funded healthcare systems of the United Kingdom (UK). The founding principles were that services should be comprehensive, universal and free at the point of delivery—a health service based on clinical need, not ability to pay. Each service provides a comprehensive range of health services, free at the point of use for people ordinarily resident in the United Kingdom apart from dental treatment and optical care.

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