• Job Description

  Req#: B9811-24-0137?language=en&page=228&sort=publicationDateDesc

  Job summary

  We are looking to recruit an experienced Receptionist to work on the main reception desk based at Hollyfield Road House in Surbiton.

  Main duties of the job

  The core hours of the position are Monday to Friday 08:00 -13:00.

  However, as the reception is open until 18.00, there must be a degree of flexibility to cover annual leave and absences.

  As the receptionist you are the face of the organisation and the first point of contact for all Service Users and Visitors. Therefore, excellent customer service and communication skills are essential for this position.

  Due to the nature of the reception desk, we are looking for someone who can multi task and be able to work on their own initiative. The ability to stay calm and work under pressure is essential.

  The ideal candidate should have previous experience in reception work. Due to the requirements of the job role, the candidate will need to be computer literate as they will be required to type up documents, use the meeting room system and maintain data bases.

  About us

  Welcome to Your Healthcare CIC, we are a not for profit social enterprise, proud of delivering patient-led, high quality health and social care community services for residents in the Borough of Kingston, as part of the NHS family.

  Your Healthcare is located in the South West of London within the Royal Borough of Kingston. Working as a Community Interest Company (CIC), our status allows us to invest any surplus or profit back into front line services, where it is needed most by you, our community.

  Date posted

  12 September 2024

  Pay scheme

  Agenda for change

  Band

  Band 2

  Salary

  £28,166 a year including HCAS / pro rata

  Contract

  Fixed term

  Duration

  1 years

  Working pattern

  Part-time, Flexible working

  Reference number

  B9811-24-0137

  Job locations

  Hollyfield House, 22 Hollyfield Road

  Surbiton

  KT5 9AL

  
  

  Job description

  Job responsibilities

  1. Job Purpose

  The post holder will:

  • Provide an efficient telephony and reception service for the organisations headquarters building.
  • Provide a post room service for the building.
  • Assist with any general administration required.
  • Work with other staff and managers as necessary.
  • Be flexible at all times according to the needs of the organisation.

  2. Key Result Areas (dependant on assignment)

  • To ensure all calls are directed to the appropriate staff and tenants in a helpful and informed manner.
  • To receive all visitors to the organisation headquarters in a welcoming manner. In accordance with the organisations security policy, ensure that all visitors sign in and out, are issued with appropriate badges, and ensure that the Host is contacted to collect the visitors and escorted within the building
  • Take messages for visitors in the building and for staff if PAs are not available, and redirect them in a timely and polite manner.
  • Be flexible in providing cover for colleagues absences on sick leave or annual leave.

  Meeting Rooms

  • Ensure that information on requirements is available, i.e. room layouts and equipment requirements.

  Front of House

  • To be responsible for sorting, distribution and franking of post and ensure collection by the Royal Mail or courier service on a daily basis.
  • Prepare electronic stationary order for authorisation. Ensure central store stock levels are maintained to an agreed level.
  • Ensure that there are adequate supplies of paper at each printer on weekly basis.
  • Receive and record all deliveries, including hand-delivered mail, to the building and arrange for appropriate storage or collection.
  • Redirect goods as required.
  • Ensure that the reception area is kept in a tidy and presentable fashion, and that health promotion leaflets and general information available to the public is kept up to date and replenished when necessary.
  • Maintain a list of staff car registration numbers and liaise with the Front of House Team over any parking difficulties.
  • Any other ad hoc clerical duties assigned by their Line Manager as appropriate.

  Health and Safety:

  • To be fully trained as a Fire Marshall.
  • To ensure that the Fire Manual Book is up to date.
  • To produce an Attendance Log in the event of a Fire Evacuation.
  • To call 999 in the event of a fire.
  • To participate in the Lockdown procedure and act as the central point of contact.

  Computer/Administration

  • Maintain a computer database of internal staff numbers in liaison with the IT department. Maintain useful external telephone numbers and general information relating to external organisations.
  • Keep the reception procedure manual up to date and liaise with the Facilities and Contracts Manager about changes and revisions. Ensure smooth handover to colleagues.

  Communication

  • Demonstrate effective communication skills and promote a positive image of the team with service users, carers, professional and external agencies from a variety of disciplines, both within and outside Your Healthcare.
  • Respond to frequent enquiries made by clients / staff, either in person or on the telephone, promptly and in a professional and courteous manner in line with Your Healthcare policy.
  • Work competently within current procedures for own working practice and, where appropriate, contribute to the development and implementation of changes to improve own working practice/service, policies, procedures and guidelines.

  Job description

  Job responsibilities

  1. Job Purpose

  The post holder will:

  • Provide an efficient telephony and reception service for the organisations headquarters building.
  • Provide a post room service for the building.
  • Assist with any general administration required.
  • Work with other staff and managers as necessary.
  • Be flexible at all times according to the needs of the organisation.

  2. Key Result Areas (dependant on assignment)

  • To ensure all calls are directed to the appropriate staff and tenants in a helpful and informed manner.
  • To receive all visitors to the organisation headquarters in a welcoming manner. In accordance with the organisations security policy, ensure that all visitors sign in and out, are issued with appropriate badges, and ensure that the Host is contacted to collect the visitors and escorted within the building
  • Take messages for visitors in the building and for staff if PAs are not available, and redirect them in a timely and polite manner.
  • Be flexible in providing cover for colleagues absences on sick leave or annual leave.

  Meeting Rooms

  • Ensure that information on requirements is available, i.e. room layouts and equipment requirements.

  Front of House

  • To be responsible for sorting, distribution and franking of post and ensure collection by the Royal Mail or courier service on a daily basis.
  • Prepare electronic stationary order for authorisation. Ensure central store stock levels are maintained to an agreed level.
  • Ensure that there are adequate supplies of paper at each printer on weekly basis.
  • Receive and record all deliveries, including hand-delivered mail, to the building and arrange for appropriate storage or collection.
  • Redirect goods as required.
  • Ensure that the reception area is kept in a tidy and presentable fashion, and that health promotion leaflets and general information available to the public is kept up to date and replenished when necessary.
  • Maintain a list of staff car registration numbers and liaise with the Front of House Team over any parking difficulties.
  • Any other ad hoc clerical duties assigned by their Line Manager as appropriate.

  Health and Safety:

  • To be fully trained as a Fire Marshall.
  • To ensure that the Fire Manual Book is up to date.
  • To produce an Attendance Log in the event of a Fire Evacuation.
  • To call 999 in the event of a fire.
  • To participate in the Lockdown procedure and act as the central point of contact.

  Computer/Administration

  • Maintain a computer database of internal staff numbers in liaison with the IT department. Maintain useful external telephone numbers and general information relating to external organisations.
  • Keep the reception procedure manual up to date and liaise with the Facilities and Contracts Manager about changes and revisions. Ensure smooth handover to colleagues.

  Communication

  • Demonstrate effective communication skills and promote a positive image of the team with service users, carers, professional and external agencies from a variety of disciplines, both within and outside Your Healthcare.
  • Respond to frequent enquiries made by clients / staff, either in person or on the telephone, promptly and in a professional and courteous manner in line with Your Healthcare policy.
  • Work competently within current procedures for own working practice and, where appropriate, contribute to the development and implementation of changes to improve own working practice/service, policies, procedures and guidelines.

  Person Specification

  Personal Qualities

  Essential

  • Ability to use initiative.
  • Excellent telephone manner.
  • Pays attention to detail.
  • Flexible and adaptable.
  • Proactive.
  • Sufficient to fulfil the duties of the post with reasonable adjustments.

  Experience

  Essential

  • Demonstrable customer service experience.
  • Good computer literacy e.g. Microsoft Word, Outlook, Excel & other data management systems.
  • Evidence of good level of literacy and numeracy.
  • Experience in typing up documents when required.
  • Experience of dealing with telephone calls effectively.
  • Ability to manage change and help others deal with change.

  Desirable

  • Previous experience of working in a hospital or NHS setting.

  Qualifications

  Essential

  • GCSE including maths and English or equivalent

  Desirable

  • A Levels or equivalent qualifications or experience

  Skills and Abilities

  Essential

  • Good communication skills, both written and oral.
  • Good organisation and liaison skills with attention to detail and the ability to prioritise and organise own workload.
  • Excellent customer care skills with a can do attitude.
  • Understanding issues around patient confidentiality and information governance.
  • To be flexible and adaptable.
  • Capable of multi-tasking.
  • Strong problem-solving skills.
  • Team player.
  • Self-motivated and good at problem solving.
  • Able to work under pressure.
  • Clerical skills.

  Person Specification

  Personal Qualities

  Essential

  • Ability to use initiative.
  • Excellent telephone manner.
  • Pays attention to detail.
  • Flexible and adaptable.
  • Proactive.
  • Sufficient to fulfil the duties of the post with reasonable adjustments.

  Experience

  Essential

  • Demonstrable customer service experience.
  • Good computer literacy e.g. Microsoft Word, Outlook, Excel & other data management systems.
  • Evidence of good level of literacy and numeracy.
  • Experience in typing up documents when required.
  • Experience of dealing with telephone calls effectively.
  • Ability to manage change and help others deal with change.

  Desirable

  • Previous experience of working in a hospital or NHS setting.

  Qualifications

  Essential

  • GCSE including maths and English or equivalent

  Desirable

  • A Levels or equivalent qualifications or experience

  Skills and Abilities

  Essential

  • Good communication skills, both written and oral.
  • Good organisation and liaison skills with attention to detail and the ability to prioritise and organise own workload.
  • Excellent customer care skills with a can do attitude.
  • Understanding issues around patient confidentiality and information governance.
  • To be flexible and adaptable.
  • Capable of multi-tasking.
  • Strong problem-solving skills.
  • Team player.
  • Self-motivated and good at problem solving.
  • Able to work under pressure.
  • Clerical skills.

  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

  Your Healthcare CIC

  Address

  Hollyfield House, 22 Hollyfield Road

  Surbiton

  KT5 9AL

  
  

  Employer's website

  http://www.yourhealthcare.org (Opens in a new tab)

  Employer details

  Employer name

  Your Healthcare CIC

  Address

  Hollyfield House, 22 Hollyfield Road

  Surbiton

  KT5 9AL

  
  

  Employer's website

  http://www.yourhealthcare.org (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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