About this role
Job summary
We are looking for a Receptionist / Adminstration Assistant to join our Hospice team
This would be working 2 days a week, Thursday and Friday 8.30 - 4.30.
Main duties of the job
We are looking for a candidate who has great communication skills alongside relevant IT skills to join our team.
Reception is any visitors first experience of coming here, so it is important to give them that great first impression.
About us
St Helena Hospices core values and behaviours will be embedded in our recruitment, our training and development review and our decision making process.
Training and competencies within the specialities, as well as on-going support and professional development, will be tailored to meet your individual needs.
Whether you are newly qualified or and experienced practitioner, we want to meet your and discuss the possibility of your joining this great Team.
In return we offer;
Group Pension Plan for non NHS Pension Staff Employee Assistance and Wellbeing support Free on site parking Subsidised dining and complimentary drinks
Job description Job responsibilities
To provide an efficient telephone and reception service using
SystmOne to assist patients with appointment enquiries.
Day to day support and training of volunteers including managing rotas.
As directed by Matron, assist the clinical secretariat team with admin duties using SystmOne, MS Word, Excel, Outlook as appropriate.
To assist in facilitating good communications between patients and families, all members of the St Helena multi-disciplinary team and other agencies.To ensure that tasks are performed to a high standard and meet necessary targets.
To participate within the clinical secretariat team providing cover as required.
As directed by the Fundraising Department, arrange hospitality for visitors as requested to include booking room and refreshments.
In conjunction with the volunteer receptionist, receive, transfer calls or take messages as appropriate. Relay messages with accuracy and in a timely manner, using email, telephone, SystmOne or written message.
In conjunction with the volunteer receptionist, contribute to a warm and welcoming environment for all patients and their families, ensuring that their needs are met with calmness, speed and efficiency. This will at times involve communicating with patients and families who are in distress, either face-to face or on the telephone.
In conjunction with the volunteer receptionist, oversee all deliveries and collections and ensure they promptly meet their intended destination. Welcome and direct contractors to relevant department or person.
Training and daily supervision of volunteer receptionists to ensure that they understand the function and expectations of the role and how to carry out their duties.
As directed by Matron, assist the clinical secretariat team with admin tasks, ie, letters, inputting patient information via SystmOne, data entry, attending team meetings and taking minutes.
Keep volunteer communication file up to date including printing email and intranet announcements.
Using SystmOne, book meeting rooms for staff, groups, patients etc.
To liaise with and signpost funeral directors when they come to reception.
Receive donations into reception and pass to finance or fundraising, cash from Hospice retail items. Ensure that the details of the donor are taken and that a receipt is given if required. During out of office hours, store in security box provided.
To provide cover for admin staff when necessary and sometimes at short notice.
To ensure adequate supplies of internal and external information is available to service users.
In conjunction with the team, ensure any problems, complaints or dissatisfaction amongst service users and volunteers are managed in accordance with St Helena Policy and Procedure and reporting on to Sentinel as required.
Person Specification
Qualifications Essential
GCSE Maths and English
Desirable
CLAIT , ECDL, City and Guilds 7262
Experience Essential
2 years proven experience of working in a busy environment and dealing with people sensitively. Working within a team
Desirable
Experience of the Hospice telephone system. Working with volunteers. Experience of maintaining a rota. Ability to type and produce letters.
Qualities Essential
Positive outlook. Problem solver. The confidence and sensitivity to work in an emotionally challenging environment dealing with distressed patients and families. The ability to work in an unpredictable environment and to change activities at others request or own initiative. Welcoming, sensitive, tactful, diplomatic, warm and perceptive
Communication Essential
Clearly spoken. Discrete. Good listening skills. Proven verbal and written communication skills. Ability to instruct others tactfully and effectively. Ability to take clear messages and relay these promptly and effectively
Skills and Knowledge Essential
MS Word, Outlook. Experience of using telephone systems and transferring calls internally.
Desirable
Knowledge of the hospice environment and philosophy. Knowledge of the local area. SystmOne or other similar software
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details Employer name St Helena Hospice
Address Myland Hall
Barncroft Close
Colchester
Essex
CO4 9JU
United Kingdom
Employer's website https://www.sthelena.org.uk/ (Opens in a new tab)