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Job overview

Job Summary

The post holder will be responsible for providing administrative support to staff based in multiple locations, as well as working closely with other members of the administration team to ensure an effective reception and admin service. As the first point of contact for visitors to the site/building the post holder is responsible for conveying the correct impression for the whole of the Trust.

Key duties may include greeting visitors, answering, and redirecting phone calls, processing incoming and outgoing mail, booking rooms, preparing rooms for meetings and carrying out various admin tasks such as photocopying, scanning and archiving documents. Handling queries and maintaining data / information systems, completing typing tasks, including on occasion taking formal meeting minutes, chasing actions and outcomes.

In addition, the role may also involve ensuring safety systems are in place, acting as a Fire Marshall in cases of emergencies.

The post holder will operate sometimes without direct supervision, using independent judgement and control a defined workload.

All staff should comply with the Trust’s Anti-Discriminatory Statement, Employee Charter, Trust Policies and Procedures, Code of Conduct and Equality and Diversity.

Main duties of the job

Duties and Responsibilities

• Provide reception cover when necessary - Meet and greet all visitors to the site/building as the first point of contact. Maintain a log of staff and visitors entering and leaving the building.
• To answer, redirect and take telephone messages. Dealing with enquiries as appropriate. Ensuring all messages are relayed as quickly as possible to Managers and their teams.
• Sort and distribute incoming mail.
• Process outgoing mail (external and internal) as appropriate including
• franking post and preparing recorded/special delivery when required/ use of EnvoyPost print server.
• To maintain system for the booking of rooms and ensure the room are used as efficiently as possible.
• Ensure that meeting/clinical rooms are prepared ready for meeting/ treatment, with equipment as required.
• Photocopy, scan, fax, email, or archive documents as required.
• To implement staff safety systems as per policy.

Working for our organisation

Hertfordshire Partnerships University Foundation Trust

• Hertfordshire Partnership University NHS Foundation Trust (HPFT) is an exceptional organisation with big ambitions, our aim is to be the leading provider of mental health and specialist learning disability services in the country.
• With a workforce of around 3,500 people and an annual income of some £330million this year, the Trust provides integrated health and social care services through a network of community and inpatient settings, serving diverse communities across Buckinghamshire, Essex, Hertfordshire, and Norfolk. As a university NHS foundation trust, HPFT continues to develop strong links with the University of Hertfordshire, providing excellent learning and development opportunities, as well as strengthening our clinical research capability.
• Whilst it is a challenging period for the NHS, there has never been a more exciting time to join HPFT following our CQC rating of Outstanding awarded to us in April 2019. We are on our “Good to Great” journey as we continue to innovate, improve, transform, and ultimately deliver the very highest standards of care to the service users and communities that we serve.