Band 3 Support Receptionist - Bristol

Job description

Job overview

Band 3: SUPPORT RECEPTIONIST

Support for sites based in North and Central Bristol

An opportunity has arisen for a Front of House Support Receptionist to join our friendly administration team.

Our receptions are open & staffed between 09:00 and 17:00 Monday to Friday. There can be no variation of these hours.

The post holder will be required to provide cover for reception/post room duties at SFM West Admin North sites. Support for West Admin North controls Assurances

Sites include

• Gloucester House at Southmead Hospital.
• The Greenway Centre in Southmead, Bristol.
• Campbell House, a Central Bristol location just behind the Bristol Royal Infirmary.
• FM Hub, Chapel Way St Anne's, Bristol.
• Speedwell Clinic, Whitefield Road, Bristol.

Right to Work in the UK: This position is not eligible for Skilled Worker visa sponsorship. Applicants must already hold the legal right to work in the UK at the time of application, as the organisation is unable to support sponsorship for this post.

Main duties of the job

Training at each base will be provided in respect of the role and on bespoke systems i.e. room bookings.

The role will provide a central point of contact for the building or site, as well as provision of front of house reception & post room duties. You will be dealing directly with members of the public, carers, services users and their families.

Some understanding of mental healthcare service provision is desirable.

Previous experience of working in a reception environment is required; there will be administrative tasks within the role requiring PC skills.

We are looking for excellent communication and organisational skills together with a confident and pleasant telephone manner. Attention to detail and ability to multitask under pressure are skills that are vital in this busy role.

Working for our organisation

We are the lead provider of healthcare for people with serious mental illness, learning disabilities and autism across Bath and North East Somerset (BaNES), Swindon and Wiltshire, and Bristol, North Somerset and South Gloucestershire.

We aim to provide High Quality, Compassionate Care everywhere, every day. This means our services will be safe, clinically effective and provide a positive all round experience for our patients, families and carers. And we believe passionately in treating everyone with kindness, respect and empathy.

Key to this is providing a supportive and safe environment for our 4,000 staff where we all feel welcome and able to do the best we can for those we support. Our staff and teams work incredibly hard delivering services across more than 90 locations, covering 2,200miles, to more than 1.8million people.

At AWP we actively encourage applicants from all backgrounds; we are particularly keen to encourage applications from people from Black, Asian and minority ethnic backgrounds, those with disabilities and from the LGBTQ+ community. We want people to bring their unique blend of experiences, backgrounds, perspectives and knowledge to AWP, as diversity makes us stronger.

Detailed job description and main responsibilities

The role will provide a central point of contact for the building or site, as well as provision of front of house reception duties. You will be dealing directly with members of the public, carers, service users and their families.

Administrative tasks included within the role require PC skills, including Microsoft Office suite.

The role will also include aspects of Contract Management, Health & Safety Risk Assessments , Fire Management and Minute Taking at meetings to support the Facilities Management Team and are included in the training package.

Training for any additional bespoke systems will be provided i.e Asset Booker Room Booking System

General Duties:

1. Receiving, processing and sorting post, ensuring that it is passed on to the relevant staff member as soon as possible; ensuring that outgoing post is posted on a daily basis.
2. Deal with the initial handling of general incoming calls, ensuring that they are passed on to the appropriate person as soon as possible.
3. Deal courteously with patients, relatives, members of the public and staff whilst always maintaining confidentiality.
4. Taking accurate messages and ensuring they are received by the appropriate person as soon as possible.
5. Act as a liaison and contact point for the management team.
6. Liaise with other internal and external services as appropriate.

Secretarial and Clerical Support

1. Prioritise and organise own workload.
2. Copy and audio typing of letters and reports as required.
3. Maintain an accurate and comprehensible filing system (paper and electronic).
4. Maintain up-to-date and accurate databases of information.
5. Co-ordinate statistical data and general information as required.
6. Maintain up-to-date diaries as required.
7. Set up meetings and provide support to book rooms, collate papers and take notes as appropriate.
8. Maintain and order stationery supplies and other stores.
9. Maintain adequate supplies of forms and pro-forma documentation.
10. Process orders and/or maintenance requests.

Other Duties

1. Any other duties as requested and commensurate with post and grade.
2. Cover for other colleagues in the team as required.
3. Ensure that administrative colleagues and managers are kept informed of all information pertinent to the maintenance of the high standard of the service and standards of care.
4. Work within national, local and trust policies, procedures, guidelines and standards.

Person specification

Knowledge of Mental Health

Desirable criteria

• Awareness of mental health issues
• Experience of working in a mental health environment

Skills

Essential criteria

• Good IT skills - competent in Word, Excel, Internet, Email, Data Input, Room bookings (training provided)
• Administrative skills - filing, setting up new systems, taking messages

Experience

Essential criteria

• Able to organise and maintain a busy reception
• Strong sense of quality and customer focus

Other Requirements

Essential criteria

• Empathy for individuals who have experienced mental health problems and ability to cope with behaviour which may be challenging at times.

We are proud to be fostering a diverse workforce that reflects our communities. A key commitment to this is improving staff representation from Black, Asian and Minority Ethnic communities, those from the LGBTQ+ communities, people with 'lived-experience' of mental health conditions and people living with disabilities,- we are a 'Disability Confident Employer' offering a guaranteed interview to Disabled applicants who meet the essential criteria. This includes people with a variety of disabilities and neurodivergent conditions (for example autism, ADHD, sensory, physical and learning disabilities).

We encourage applications from people who wish to work on a flexible basis, recognising that flexibility may mean a range of different working patterns and hours, we do our utmost to work with our staff to meet their needs and the needs of our service users.

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