Job summary
- Main area
- Admin
- Grade
- Band 2
- Contract
- Permanent
- Hours
- Part time - 15 hours per week (Monday & Tuesday)
- Job ref
- 839-6969292-AB-B
- Employer
- Norfolk Community Health and Care NHS Trust
- Employer type
- NHS
- Site
- Attleborough Health Centre
- Town
- Attleborough
- Salary
- £23,615 per annum pro rata
- Salary period
- Yearly
- Closing
- 26/05/2025 23:59
- Interview date
- 09/06/2025
Employer heading
Receptionist
Band 2
NCH&C is proud to be the first standalone NHS community trust in the UK to achieve an ‘Outstanding’ rating from the Care Quality Commission (CQC). Our focus is on continually improving the quality of care we offer to local people and on improving access to that care, helping people to move seamlessly from one service to another. Praising NCH&C’s “compassionate, inclusive and effective leadership at all levels”, the CQC observed that our staff are well supported to make positive changes and innovations.
Norfolk Community Health & Care NHS Trust is committed to continuing to create a modern and inclusive work environment. As part of this commitment we actively promote flexible working opportunities where possible, to meet the needs and wishes of our workforce to maintain and improve their wellbeing. The trust offers a range of flexibility, including flexible working patterns, and we would encourage you to discuss this with the recruiting manager before or during the application process if this would interest you.
We welcome applications from people who share our values and can help us deliver outstanding care in our local community.
Job overview
This vacancy is a for a Receptionist/Admin Support based at Attleborough Health Centre, Attleborough, here you will be covering all reception duties, this is a part time post, the hours are 0830 - 1630, Monday & Tuesday. You will be the first contact for the patient and representing the Trust. Attleborough Health Centre hosts a vast range of outpatient appointments, as well as checking patients in you will be dealing with lots of queries from both patients and colleagues, no two days are the same. This is a very interesting reactive role which can be busy and demanding , but completely satisfying. If you are successful you will be joining an admin team of approximately 19 members based around Norfolk - Wymondham, Dereham, Attleborough & Long Stratton.
Please note that we unfortunately cannot offer sponsorship for this position.
Main duties of the job
- Answering telephone calls
- Meeting and greeting patients
- Receiving and distributing post
- Scanning
- booking/amending & cancelling appointments
- Re-acting to whatever walks through the door
- Supporting patients and staff with queries
- Ad-hoc tasks - role appropriate
Working for our organisation
This is a rare and wonderful opportunity to work for the Norfolk Community Health and Care Trust, this is a fantastic organisation, you will have regular supervisions and be fully supported and trained. The Trust is like a family where there is constant support, feeling valued is utmost within this establishment. All staff adhere to the Behaviour Framework where the top of the list is 'Care, Respect & Dignity' this applies to colleagues and patients. Come work for an organisation that you can feel Proud of.
- Good benefits package including a minimum 27 days annual leave, plus Bank Holidays.
- Opportunity to join the NHS pension scheme.
- Wellbeing support (gyms, free eyesight test, cycle to work scheme, staff physio service and wellbeing resources).
- Free parking at most sites.
- Supportive, positive culture that is well led, with regular supervision.
- Comprehensive in house and external training programmes available.
- Gain experience and learning whilst making a difference and working for one of the world’s biggest brands - the NHS.
Apply now to join an organisation that has been awarded an ‘Outstanding’ rating by the Care Quality Commission (CQC), the highest possible rating and the first stand-alone NHS community trust in the country to be awarded the title.
Detailed job description and main responsibilities
To carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties which will include:
- Dealing appropriately with all telephone enquiries as well as face to face patient contact, which may include investigating and problem solving as well as regularly dealing with matters of a complex and/or distressing nature.
- Using a range of software programmes to produce, maintain and distribute documents, including adhoc and routine reports, spreadsheets, and databases, which may include medical terminology and clinic information.
- Photocopying, scanning and emailing documentation promptly and efficiently, generating and distributing letters, tasking clinicians, ensuring that all patient records are maintained and kept up-to-date. This includes the assembling of patient information packs to be handed out to patients.
- Receiving, sorting and distributing mail and ensuring that outgoing mail is sent in a timely manner.
- Researching appropriate websites, downloading and circulating documents as requested.
- Issuing parking permits to colleagues
- Issuing and activating door fobs
To open/close Reception office, greet visitors, provide information and direction, make and manage room bookings for staff and clinicians, resolving appointment conflicts as and when required.
To undertake receptionist/telephonist duties, be a point of contact for internal and external callers and visitors, accepting deliveries, re-directing callers and service users, where appropriate, and providing information or answering questions on routine matters and ensuring that accurate messages are passed on in a timely manner.
To communicate with patients and clients at an appropriate level providing clear information and guidance and dealing with patients’ fears and lack of understanding, exercising tact, judgement and confidentiality in dealing with and resolving routine enquiries, taking accurate messages and ensuring these are passed to the relevant person in a timely manner.
To provide basic administration support for Norfolk County Council (NCC) colleagues such as printing and posting, receiving and transferring of calls, receiving deliveries and greeting service users.
Inputting onto various databases and systems, including SystmOne, Cloudbooking, Powergate, and the Spine Portal within the required timescales and deadlines. This includes scanning documents onto patient records within a specific time frame.
To be responsible for the efficient use of office equipment and nursing supplies, monitoring and maintaining stock levels, requisitioning and receipting goods and services on the NHS procurement system, Powergate, and carrying out research into goods and services as directed.
To support site regularly with health and safety checks in clinical areas/rooms, reporting maintenance, security, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times. This includes carrying out checks to ensure the Defibrillator machine and panic alarms are working correctly.
Provide cover in other departments as required, during periods of absence, as directed by the Supervisor or Admin Team Leader. This may require travelling to other sites
To be committed to working within a changing environment, responding positively to new demands and changes. To be an active team member recognising potential problems, escalating these and any constructive ideas for improvement on to the Admin Team Lead.
It is the post holder’s responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.
To attend relevant team and service meetings, when required. These may be virtual or in person. This may require travelling to other sites.
Person specification
Qualifications
Essential criteria
- Maths and English GCSE (Grade C or above), or equivalent
- Good keyboard and IT skills.
Desirable criteria
- RSA typing or equivalent experience
- Shorthand
Experience
Essential criteria
- Proven administration experience in a busy office environment
- Proven experience of working as part of a team
Desirable criteria
- Knowledge of NHS ordering systems
- Knowledge of SystmOne, PAS etc.
- Knowledge of NHS invoicing systems
Skills, abilities and Knowledge
Essential criteria
- Comprehensive working knowledge of Microsoft Office, especially Word, Excel and Outlook.
- Good organisational and communications skills
- Proven ability to work on own initiative, without direct supervision, prioritising and managing own workload
- Articulate, calm, polite and well-motivated with a positive attitude to customer care
Desirable criteria
- Customer Care Skills
- Enhanced IT Skills
- Planning Skills
- Supervisory skills
Communication
Essential criteria
- Good communication skills
Personal Attributes/Behaviours
Essential criteria
- Enthusiastic and motivated
- Committed to providing the best possible service to patients
- Tact and diplomacy
- Able to work on own initiative
- Team Player
Other
Essential criteria
- Flexible attitude and approach to work to meet service needs
- Able to make own transport arrangements
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Julie Friend
- Job title
- Admin Team Lead
- Email address
- [email protected]
- Telephone number
- 07833 130 826
If you have problems applying, contact
- Address
-
Room 218, Norwich Community Hospital
Bowthorpe Road
Norwich
NR2 3TU
- Telephone
- 01603 272489
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