Receptionist​/Administration Assistant

We are looking for a Receptionist / Adminstration Assistant to join our Hospice team

This would be working 2 days a week, Thursday and Friday 8.30 - 4.30.

We are looking for a candidate who has great communication skills alongside relevant IT skills to join our team.

Reception is any visitors first experience of coming here, so it is important to give them that great first impression.

St Helena Hospices core values and behaviours will be embedded in our recruitment, our training and development review and our decision making process.

Training and competencies within the specialities, as well as on-going support and professional development, will be tailored to meet your individual needs.

Whether you are newly qualified or and experienced practitioner, we want to meet your and discuss the possibility of your joining this great Team.

In return we offer;

• Employee Assistance and Wellbeing support
• Free on site parking
• Subsidised dining and complimentary drinks

Toprovide an efficient telephone and reception service using

Systm One to assist patients with appointment enquiries.

Dayto day support and training of volunteers including managing rotas.

As directed by Matron, assist the clinical secretariat team with admin duties using Systm One, MS Word, Excel, Outlook as appropriate.

Toassist in facilitating good communications between patients and families, all members of the St Helena multi-disciplinary team and other agencies.

Toensure that tasks are performed to a high standard and meet necessary targets.

To participate within the clinical secretariat team providing cover as required.

As directed by the Fundraising Department, arrange hospitality for visitors as requested toinclude booking room and refreshments.

In conjunction with the volunteer receptionist, receive, transfer calls or takemessages as appropriate. Relay messages with accuracy and in a timely manner, using email, telephone, Systm One orwritten message.

In conjunction with the volunteer receptionist, contribute to a warm and welcoming environment for all patients and their families, ensuring that their needs aremet with calmness, speed and efficiency. This will at times involve communicating with patients and families who are in distress, either face-toface or on the telephone.

In conjunction with the volunteer receptionist, oversee all deliveries and collections and ensure they promptly meet their intended destination. Welcome and direct contractors to relevant department or person.

Training and daily supervision of volunteer receptionists to ensure that they understand the function and expectations of the role and how to carry out their duties.

As directed by Matron, assist the clinical secretariat team with admin tasks, ie,letters, inputting patient information via Systm One, data entry, attending team meetings and taking minutes.

Keep volunteer communication file up to date including printing email and intranet announcements.

Toliaise with and signpost funeral directors when they come to reception.

Receive donations into reception and pass to finance or fundraising, cash from Hospice retail items. Ensure that the details ofthe donor are taken and that a receipt is given if required. During out of office hours, store in security box provided.

Toprovide cover for admin staff when necessary and sometimes at short notice.

Toensure adequate supplies of internal and external information is available toservice users.

In conjunction withthe team, ensure any problems, complaints or dissatisfaction amongst service users and volunteers are managed in accordance with St Helena Policy and Procedure and reporting on to Sentinel as required.

• GCSE Maths and English
• CLAIT , ECDL, City and Guilds 7262

• 2 years proven experience of working in a busy environment and dealing with people sensitively.
• Working within a team
• Experience of the Hospice telephone system.
• Working with volunteers.
• Experience of maintaining a rota.
• Ability to type and produce letters.

• Positive outlook.
• The confidence and sensitivity to work in an emotionally challenging environment dealing with distressed patients and families.
• The…