About this role
Job summary
We have an exciting opportunity for a friendly, efficient and highly organised Receptionist / Administrative Assistant to join our team at Woodbridge Clinic supporting the Child & Family Psychology Service. The Child & Family Psychology Service (CFPS) is a dynamic and supportive team made up of Clinical Psychologists, psychological therapists, and administrative staff. We are committed to providing high-quality psychological services to children with complex neurodevelopmental, neuromuscular, or genetic conditions and their families across East & West Suffolk.
As the first point of contact for children, families, and professionals visiting the clinic, you will play a vital role in creating a welcoming and professional environment. You will manage the reception area and provide a wide range of administrative support to ensure the smooth running of the service.
Main duties of the job
Main Duties of the Role:
Greet and signpost children, families, and visitors attending clinic appointments.
Answer telephone calls and direct queries appropriately.
Manage incoming and outgoing mail.
Book appointments and send appointment letters.
Input data accurately into electronic systems.
Produce documents and correspondence as required.
Manage room and workshop bookings.
Liaise with other departments and external agencies.
We are looking for someone who:
Has excellent communication skills, both written and verbal.
Demonstrates strong IT skills and confidence using Microsoft Office and electronic systems.
Is a team player with a flexible and proactive approach.
Has good attention to detail and can manage multiple tasks efficiently.
Is friendly, approachable, and professional in all interactions.
You will be supported with appropriate training and opportunities for personal development as part of your role.
Please note:
This is a clinic-based reception post requiring a consistent on-site presence at Woodbridge Clinic. The role involves being the first point of contact for children, young people, families, visitors and professionals, and therefore is not suitable for remote or home working.
About us
#BeKnown at West Suffolk NHS Foundation Trust. By us. By our patients. By our community
We are a busy, friendly, rural NHS Trust providing high-quality care and compassion to more than a quarter of a million people across west Suffolk. We care for, treat and support people in hospital, at home and in various community settings.
The West Suffolk Hospital in Bury St Edmunds provides acute and secondary care services (emergency department, maternity and neonatal services, day surgery unit, eye treatment centre, Macmillan unit and children's ward). It has 500+ beds and is a partner teaching hospital of the University of Cambridge.
Adult and paediatric community services, provided in collaboration with West Suffolk Alliance partners, include a range of nursing, therapy, specialist, and ongoing temporary care and rehabilitation, some at our Newmarket Community Hospital.
We do our utmost to achieve outstanding clinical outcomes for patients and our values of fairness, inclusivity, respect, safety and team work guide how we work and behave as a team.
With nearly 5,000 staff, from all over the world, we strive to make our organisation a great place to work. Whatever your role or ambition, we want to help you be the best you can be.
Job description Job responsibilities
Please see full details of job description attached.
The closing date for this vacancy may change if we receive a strong response. Please ensure that you apply for any post you are interested in as soon as possible.
Person Specification
Educations & Qualifications Essential
Educated to GCSE Maths and English Grade C/4 standard or equivalent qualifications/experience. RSA/OCR II Typing/Word Processing or NVQ 3, or equivalent qualification/extensive experience in business and administration or demonstrable proficiency to that level
Experience and Knowledge Essential
Experience and knowledge of using a variety of software programmes including Microsoft Outlook, Word, Excel, and PowerPoint. Relevant experience within a secretarial, receptionist or administrative role. Proven ability to work unsupervised and using own initiative. Ability to work as a good team member within procedural guidelines. Flexible approach to working practices. Previous experience in an NHS setting.
Desirable
Experience within children's services, psychology services, CAMHS or community healthcare services. Experience using relevant NHS clinical systems (i.e. SystmOne) Knowledge of NHS referral and appointment-management processes. Experience supporting multidisciplinary clinical teams
Skills & Abilities Essential
Excellent communication skills and telephone manner. Excellent communication and interpersonal skills with the ability to remain tolerant, receptive, and responsive to people accessing the service. Ability to organise and prioritise own workload and use initiative to respond to competing demands and anticipate deadlines. Excellent keyboard skills
Desirable
Ability to identify and contribute to improvements in administrative processes and service delivery. Experience of handling sensitive or challenging enquiries in a calm and professional manner. Ability to support multiple clinicians and services simultaneously.
Personal Qualities Essential
Able to recognise own limitations and seek guidance or escalate decisions when appropriate. Flexible and adaptable approach to duties and working arrangements to meet service needs. Excellent attention to detail and commitment to accuracy. Demonstrates an understanding of, and commitment to, Trust and departmental objectives and values. Willingness to undertake training and development required for the role.
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 West Suffolk NHS Foundation Trust
Address Child & Family Psychology Service - Woodbridge Clinic
2 Pytches Road
Woodbridge
IP12 1EP
United Kingdom
Employer's website https://www.wsh.nhs.uk (Opens in a new tab)