Admin Assistant​/Receptionist

General administrative tasks including photocopying, printing, managing post, scanning documents to records, preparation of information packs and paperwork, restocking equipment, merging and printing letters, maintaining service contact lists, etc. Support with management of archived records including organisation of records archived and identifying records for destruction. Dissemination internal/external post (incl. Courier & deliveries). Ensuring own compliance on the mandatory training. Supporting the teams with sending required letters via Systm One.

Supporting the teams with SMS texting to clients. Assisting with booking appointments and maintaining records, electronic and paper which may be required by the operational teams, this information may be confidential and of a sensitive nature. Assisting with answering phone calls and responding to emails to deal with general enquires from patients, GPs and other services, in a courteous and proficient manner.

Rated 'Outstanding' by the Care Quality Commission, we are proud to provide high quality innovative services across most of the east of England that enable people to receive care closer to home and live healthier lives. There's one reason why our services are outstanding - and that's our amazing staff who, for the seventh year running, rated us incredibly highly in the national staff survey.

If you share our passion for innovative and high-quality care delivery, then.

• Children and young people
• Adults at risk, such as those receiving care in their own home, people with physical, sensory and mental impairments, and those with learning disabilities.

• First point of contact on site for patients and visitors, checking in and signposting.
• Receiving and dealing with calls, emails, correspondence and other contacts from service users and professionals and handling these as required, to coordinate care according to agreed protocols and pathways.
• Recognising the extent of their competency and identifying when referral to a clinician is required in accordance with agreed processes.
• Ensuring that follow up actions from calls, emails, correspondence, and other contacts are progressed efficiently and effectively.
• Completing administration tasks on Systm One, including scanning onto patient records, referral management, checking tasks, updating service user information, running routine reports, registering service users who have transferred in, booking and amending clinics.
• Booking interpreters as requested by clinicians and following up bookings as required.
• Co-ordinating rotas, room booking and sending SMS.
• Recording all contact, received into the service, using Systm One following agreed protocols and pathways.
• Advise Lead of any problems and take appropriate action as required.
• Plan and organise straightforward activities relating to role and taking responsibility for daily allocated workload.
• Completing other routine administration tasks as requested such as scanning, photocopying, sending out letters/reports, ordering, etc.
• To demonstrate the ability to remain focussed on service delivery whilst dealing with an unpredictable, diverse and challenging workload.
• Providing a gold standard of communication and customer service to all service users.
• Assisting with the following Health and Safety tasks:
  • Supporting fire drills
  • Reporting any issues with premises to the Lead.
  • You may be asked to attend training to support the health and safety agenda within your building which may include Fire Cascade / Fire Warden Training and First Aid Training.

• Acting as the first point of contact for service users and professionals and providing and receiving all communications efficiently and effectively, demonstrating a customer service attitude, especially where there may be barriers to understanding or contentious discussions.
• Using tact and diplomacy to deescalate emotive situations.
• Acting in accordance with the Trust's complaints procedure where required.
• Maintaining positive relationships and communicating with colleagues across the service.
• The post holder will be required to handle sensitive information provided by service users in a confidential manner.
• Be able and confident to identify the need and take action to modify and adapt methods of communication to account for differing needs of callers especially in stressful or difficult situations.
• To control and take charge of calls by acting in a calm, professional manner and treating callers with respect and…