About this role
Job summary
Please note we do not offer sponsorship or accommodation for this role and previous applicants need not apply.
This role is part time working Monday & Tuesday 9am - 5pm being responsible for locking up at the end of the day. Flexibility is required to cover other members of the team, sometimes at short notice.
As part of the shortlisting process we have scheduled an informal chat Wednesday 17th June. With in person interviews scheduled for 24th & 25th June.
Great Oaks Hospice is a voluntary organisation that seeks to provide a range of End-of-Life Care services, free of charge, for adults in the community living with a life shortening illness and to offer support to their families, carers and friends. The role of the Receptionist is:
To be the first line of contact for all visitors to the Great Oaks site and all enquiries via phone and email etc.To provide prompt and discrete administration support to all staff at the Hospice
Main duties of the job
Within the hospice to:
Follow policies and guidelines as per Staff Employees HandbookRecognise and report limitations of own professional competence/experienceRecognise the need and undertake any training identified via Line Management and/or annual appraisalBe aware of risk to self and others under Health and Safety RegulationsVerbally report any accident or untoward incident as soon as possible followed by written reportRespect peoples personal choices for lifestyle and living arrangements
About us
Great Oaks Hospice is a proud and successful provider of professional end of life care services in the community. We are a registered charity, and our services are offered free of charge for adults in the community living with a life shortening illness and their families, carers and friends. We employ a range of qualified and unqualified staff across nursing and therapy groups and are supported by medical colleagues from Gloucester Royal and our local GP community.
We enjoy a close relationship with our local health and care service providers including with NHS Gloucestershire Integrated Care Board who directly commission many of our services.
We are passionate about ensuring exceptional clinical services and do this through our strong clinical leadership at every level. We want our staff and our users to have the best experience of Great Oaks and we recognise everyone individually and value and harness the unique strengths and skills they bring.
Job description Job responsibilities
Main Responsibilities:
To welcome staff, patients and visitors in a friendly and professional manner, dealing with enquiries/individual needs appropriatelyTo act as first point of contact for anyone accessing Great Oaks Hospice showing care and compassion and directing to the appropriate departmentTo ensure all incoming telephone calls and contacts are managed appropriately maintaining a calm and professional approach, taking accurate messages and passing these on in a timely mannerTo check and deal promptly with any messages left outside of office hoursTo have awareness of patients in the waiting area at all times ensuring professional conduct is adhered toTo provide prompt and discrete administration support to all teams within the Hospice as requiredTo assist the Admin and Facilities Manager with general administration duties as requiredEnsuring all visitors sign in and out of the building to adhere to health, safety and fire procedures and allocate all contractors with a visitors badgeTo maintain the tidiness of the office and general reception/waiting areasTo maintain and manage the stock of stationary supplies for the HospiceTo distribute incoming post and deliveries coordinating as appropriate ensuring items are passed on to the correct department in a timely mannerTo frank and post all outgoing mail for all departments within the hospiceTo monitor the clerical email address, responding to queries where appropriate and directing other enquiries to the appropriate departmentTo assist with booking internal rooms for meetings and groupsTo deal with all aspects of event bookings for the fundraising team including updating the relevant spreadsheetTo be part of the team working with the Giving Manager to input donor data into the CRM systemTo be flexible and cover for other reception team members as needed during periods of annual leave and sickness Monday FridayTo maintain absolute confidentiality and discretion at all times and respect and be sensitive to the particularly personal needs of our usersTo be responsible for locking up the building ensuring security procedures are in placeBe adaptable and flexible in approach to workload, prioritising tasks effectivelyTo work as part of a team or on an individual basis.Be flexible and undertake other similar duties as assigned by the Administration Manager and CEO
Person Specification
Qualifications Essential
Educated to GCSE level or equivalent including English and Maths
Experience Essential
Experience working in an administrative role
Desirable
Experience of working with volunteers A basic understanding of the work of the hospice and palliative care in general
Personal Skills and Attributes Essential
Good communication skills both verbal and written including the ability to deal with sensitive situations Confident, motivatesd and positive with the ability to work alone Ability to compile and maintain accurate records IT literate, able to use a range of Microsoft packages Ensuring a high professional standard of service and positive experience for all visitors Ability to respond to people in distress, in person and over the telephone An absolute understanding of and respect for confidentiality and discretion Flexible in approach and willing to adapt to a changing environment Ability to work on own initiative and as part of a team Able to work flexibly and willing to potentially work occasional evenings and weekends if required
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 Great Oaks Hospice
Address Great Oaks Hospice
The Gorse
Coleford
Gloucestershire
GL16 8QE
United Kingdom
Employer's website https://www.great-oaks.org.uk/ (Opens in a new tab)