Job overview

We have an exciting opportunity for an experienced Reception Administrator to join our reception team within our Gloucester Hub – Pullman Place. 

The Gloucester Hub accommodates approximately 270 staff, with 19 assessment rooms, 3 clinics, 6 large meeting rooms and over 18 teams working together. 

It is essential that the successful candidates has a confident, calm and empathetic approach and are able to communicate effectively as part of a team.  These roles are within a busy, dynamic and changing environment and a flexible and positive approach is essential.

You will be working collaboratively alongside your Reception colleagues to ensure that all service-users are welcomed in a professional manner.  You will also be managing the calls and visitor activity coming into the building, and providing a comprehensive, confidential, reception and administrative service. As well as providing support to maintain the operational function of the building, there will be opportunities to assist the Team Administrators with general administration tasks.

If you are a team player with reception/administration experience and excellent customer service skills we would very much welcome your application. In return we offer a varied team environment with regular supervision, appraisals and a commitment to support staff in their continuous development.

This role is offered on a permanent basis, the hours are part-time, 22.5 hours per week.

Main duties of the job

• Welcome clients, relatives, and visitors in a friendly and courteous manner, assisting them with their enquiries.
• To deal competently and discreetly with queries either face to face or via the telephone using appropriate protocols
• Recording messages as appropriate and passing these on to the correct department
• To deal with all incoming and outgoing mail 
• To be competent at booking rooms using the computerised room booking system.
• To be competent in the use of the photocopier, scanning in order to upload documents on to RiO (patient computerised filing system).
• Photocopying and maintaining adequate supplies of forms and paperwork.
• To process new files and maintain clients notes and records as appropriate using current RiO System and the Case Note Tracker System
• Update building telephone lists as and when required.
• Carry out weekly reception tasks to ensure continuous supply of forms for staff to use, room bookings, message pages and signing in pages.
• To keep the reception / waiting areas tidy and ensure notice boards are up to date.
• To provide cover for other administrative staff in their absence or as required by the Locality Support Services Manager

The qualification, training & experience requirements for the role are outlined in the Job Description/Person Specification.

Working for our organisation

We have a skilled and dedicated workforce of over 5000 colleagues working in a diverse range of services over 55 sites and within people’s homes. We strive to enable a welcoming workplace culture that builds and celebrates civility, inclusivity and diversity, while providing a sense of belonging and trust.

Annual staff surveys, regular Pulse surveys and other engagement opportunities provide our people with lots of opportunity to tell us about their experiences of working with us.  In the latest staff survey, 61% of colleagues gave us their views.  It was great to hear that:

• 72% of colleagues would recommend the Trust as a place to work, ranking us 1st for Provider Trusts in the South West region on this question.
• 76% would recommend the standard of care provided in our services if a friend or relative needed treatment, also ranking us 1st in the South West region.
• 81% said that care of patients and service users is the Trust’s priority, compared with an average in comparable NHS Trusts in England of 64%.

 This high-level overview shows we are in a healthy position, with higher scores than average for comparable organisations, alongside a great response rate, indicating good staff engagement.  However, we also know we have plenty of room for improvement in many areas. To that end, we continue to prioritise and invest in our commitment to genuinely becoming a Great Place to Work with consistent top-quartile performance in the annual staff survey and Pulse surveys.