Job Description

The role is pivotal in ensuring the smooth running of the Centre. The role includes reception duties, office administration, data entry (mainly on System one), photocopying, printing, and ordering/receipting of supplies. You will be dealing with the general public in person and on the telephone, so good communication skills are essential.
The successful applicant may have contact with patients or service users. We are recognized locally, nationally and internationally for providing high quality, innovative healthcare. We aim to employ only the best people, and our experts are frequently called upon to contribute to national health strategy and policy, and many models of our care have been adapted for use in other countries.
We offer a generous relocation package (subject to eligibility assessment) and flexible working options, including bank assignments for most roles. See attached Staff Reward and Wellbeing Handbook detailing our benefits, discounts and wellbeing initiatives for staff.
You will contribute to the provision of professional administrative and reception functions by:

• Acting as a receptionist and first point of contact for the general public and professionals, either on the phone or in person, including helping people with general enquiries.
• To act as a telephonist providing help and support to the caller. Dealing with members of the general public and GP’s and also maintain office systems using equipment as listed below.
• To assist with the training of new staff members, bank staff and support the Admin Team Leader as and when necessary.
• To use verbal and listening skills required to understand clients with cultural differences, special needs, and age related (young or old), be able to communicate with people who do not have English as their first language, and be proficient in the use of Silent Sounds.
• To arrange and confirm transport arrangements for patients attending the clinic with limited mobility.
• To use empathy towards the clients’ needs, communicate in sometimes hostile or antagonistic situations, and deal with sensitive issues using tact and diplomacy skills at all times.
• To provide and receive complex and sensitive information which requires empathy and reassurance.
• To ensure sufficient reception and administrative cover for the Health Centre/Clinic by liaising with other Clinic Administrators and the Team Leader before requesting Annual Leave.
• Provide administrative and clerical support to Ealing Community Rehabilitation Clinical Services as required.
• To ensure reports and other aspects of data entry are accurate and dealt with in a timely manner and to participate in audits when necessary.
• To support staff in running off site clinical sessions/groups at other community locations.
• To maintain and monitor stock as required and use set processes for ordering of goods/supplies.
• To have the ability to use the E-procurement system and raise any queries/issues when necessary.
• Liaise with external contractors as and when required, for example cleaning staff, gardening staff, building security firms.
• Maintaining compliance with their mandatory training requirements
• Identifying areas where improvements in safety or quality can be made
• Working closely with others to improve services
• To undertake tasks in line with the Standard Operating Procedures and ensure they are adhered to at all times.
• Undertake filing, process correspondence, photocopying, provide statistics and other office tasks for all the on-site services using standard keyboard and computer skills required.
• To be proficient in the use of a computer, fax machine, answerphone, and photocopier.
• Undertake word processing tasks such as letters and memos, reports, notices, and e-mails.
• Accurately input data for professional staff on to the information system.
• To be responsible for sorting, prioritizing, and distributing incoming mail and deliveries.
• To have awareness and understanding of safeguarding issues and knowledge of local safeguarding guidelines and procedures.
• To attend mandatory training sessions.
• Be forthcoming with ideas or initiatives for service improvements and contribute fully to service change.
• To report facility failures to the relevant contractors and report any other maintenance issues to ensure that premises are clean and safe.
• To manage the room booking service for the Health Centre/Clinic.
• To report all health and safety issues affecting anyone using the building, as per policies and procedures and help to maintain a clean and safe environment.
• To report accidents and incidents in accordance with the organizational policy and procedures.
• To open or lock the building securely as required and have knowledge of the whereabouts of building plans.
• Be responsible for the safe use of expensive or complex equipment

Required Knowledge, Skills, and Abilities

Previous administrative experience is essential and you must be capable of managing your time effectively to meet deadlines whilst using your own initiative. A good level of computer literacy is required.

You will need to be highly organized and be able to priorities your workload in order to support our multidisciplinary teams working in the community. You will require a conscientious, caring and enthusiastic approach in your role.