About this role
Job summary
Looking for flexible work in the NHS?
The Flexi-Bank is a collaborative staff bank hosted by Royal Surrey NHS Foundation Trust in partnership with Surrey and Borders Partnership NHS Foundation Trust, offering greater choice, flexibility and access to a wider range of opportunities across both organisations.
Why join the Flexi-Bank?
Work flexibly - choose shifts that suit your lifestyle and availability
Access more opportunities - pick up shifts across mental health, community and acute care settings
Get paid fairly and on time - competitive rates and fast access to earnings through Stream
Stay supported - benefit from training, development and guidance from our dedicated Temporary Staffing Team
Be part of something bigger - join a growing collaborative of NHS Trusts across Surrey
Main duties of the job
Surrey and borders is looking for someone who will be Reporting to the Switchboard and Reception Manager, you will provide reception, switchboard, Facilities, and office administrative services for front of house services at various locations within Surrey and Borders Partnership Foundation NHS Trust including face-to-face contact with the public/clients, clients' families/carers, medical staff and other agencies.
Location: 18 Mole Business Park, Randalls Road, Leatherhead, KT22 7AD
About us
Surrey and Borders Partnership NHS Foundation Trust is the leading provider of health and social care services for people of all ages with mental ill-health and learning disabilities in Surrey and North East Hampshire. We provide support to a population of 1.3 million across 140 services.
We actively seek to engage people who use our services and our communities in improving the mental wellbeing of the local population. We work closely with other NHS and voluntary sector organisations who provide services and support people who use services and carers.
This role is working within i-access, a successful, countywide drug and alcohol treatment service for Surrey residents delivering tier 2, 3 and 4 substance misuse interventions across 3 main bases and 25 satellite locations. i-access is run collaboratively by SABP, PH / SCC and Via under a cooperative agreement which is one of partnership and transparency and contributes to Surrey Heartlands wider strategic ambitions.
Job description Job responsibilities
Principal Duties
To ensure that all incoming calls to switchboard and site are answered promptly and in a professional manner and directed to the relevant person or team, to meet the callers requirements.
Answer telephone enquiries/messages and transmit to staff members according to priorities, maintaining a helpful and courteous manner at all times.
Greet clients and visitors to the Trust and alert team members of their arrival including use of SystmOne or offer direction, as required.
Assist staff, visitors, service users and other agencies by providing answers or information to requests made.
Support team members in liaising with service users, relatives, cares, secretaries, GPs and other relevant care agencies.
To programme and issue building access cards and, where relevant car parking permits, and to maintain accurate records and databases.
To be responsible for maintaining the confidentiality and security of data in accordance with Trust policy.
To access Electronic health records systems (SystmOne).
To undertake secretarial and administration duties within the Property Team, including the use of Microsoft Outlook, Word, Excel and Power Point.
To receive and direct incoming and outgoing post and deliveries.
Maintain effective Front of House filing systems.
Photocopying and maintaining stock levels of relevant forms and leaflets for staff and service users use.
Co-ordinate and book rooms for meetings and appointments.
To liaise with the maintenance department regarding any repairs required within the building to maintain a safe working environment.
Share responsibility to maintain the security of the building through proactive visitor management and escalation of security issues and concerns.
To be responsible for ordering stationery and raising Purchase Orders/ creating requisitions as designated by Property Team.
Reflect on own areas of development to support the team and engage in regular support and supervision meetings.
Carry out regular safety checks, i.e. Fire safety checks and ensuring safety equipment are in good working order.
Ensure Front of House (Reception and Waiting Area) is maintained cups are available for the water cooler, literature is tidy; general appearance of the area being looked after.
To offer assistance to the Facilities team when required, in line with banding.
To undertake site walks and ensure that any issues are raised with the relevant helpdesk whilst ensuring that clients are engaged, escalating any ongoing issues to line managers.
To implement Trust and team policies/procedures and propose changes to practices if necessary.
General a) All staff will have a sound awareness of Safeguarding issues and be clear about their respective roles and responsibilities to report, respond to and share information in relation to Safeguarding Adults, Safeguarding Children, Domestic Abuse and Public Protection.
b) All staff will have a knowledge of and adhere to the Data Protection Act and will not disclosure to any person or organisation, any confidential information that comes into their possession in the course of their employment.
c) To fully participate in the Trusts performance review and personal development planning process on an annual basis.
d) Undertake training as necessary in line with the development of the post and as agreed with line manager as part of the personal development planning process.
e) To achieve and demonstrate agreed standards of personal and professional development within agreed timescales.
f) To contribute positively to the effectiveness and efficiency of the teams in which he/she works.
g) To undertake any other duties at the request of the line manager which are commensurate with the role, including project work, internal job rotation and absence cover.
h) To contribute to a healthy and safe working environment by adhering to health and safety regulations and Trust policies.
i) To contribute to the prevention and control of health care associated infection by adhering to Trust policies and guidelines.
j) Surrey & Borders Partnership NHS Foundation Trust is committed to valuing and promoting diversity in employment, service delivery practices and its general environment. An expectation within the Trust is that everyone will take responsibility for promoting open, inclusive and accessible service provision, staff development and a culture that values and respects difference.
Person Specification
Qualifications Essential
NVQ Level 3/RSA Level 3 or equivalent experience.
Experience Essential
Experience of working in an office or reception environment
Desirable
Experience of working in the NHS
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.
Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details Employer name Royal Surrey NHS Foundation Trust
Address Horizon House
28 Upper High Street
Epsom
KT17 4QJ
United Kingdom
Employer's website https://www.royalsurrey.nhs.uk/ (Opens in a new tab)