Band 3 Support Receptionist - Bristol

Job overview

Band 3:  SUPPORT RECEPTIONIST/POST ROOM ASSISTANT

Support for sites based in North and Central Bristol & South Gloucestershire

A great opportunity has arisen for a Front of House Support Receptionist & Post Room Assistant to join our friendly administration team.

Our receptions are open & staffed between 09:00 and 17:00 Monday to Friday. There can be no variation of these hours.

The post holder will be required to provide cover for reception/Post Room duties at SFM West Admin North sites.

Sites include:

• Gloucester House at Southmead Hospital.
• The Greenway Centre in Southmead, Bristol.
• Campbell House, a Central Bristol location just behind the Bristol Royal Infirmary.
• FM Hub, Chapel Way St Anne's, Bristol.
• Speedwell.

Main duties of the job

Training at each base will be provided in respect of the role and on bespoke systems i.e. room bookings.

The role will provide a central point of contact for the building or site, as well as provision of front of house reception duties/Post Room. You will be dealing directly with members of the public, carers, services users and their families.

Some understanding of mental healthcare service provision is desirable.

Previous experience of working in a reception environment is required; there will be administrative tasks within the role requiring PC skills.

We are looking for excellent communication and organisational skills together with a confident and pleasant telephone manner. Attention to detail and ability to multitask under pressure are skills that are vital in this busy role.

Detailed job description and main responsibilities

The role will provide a central point of contact for the building or site, as well as provision of front of house reception/Post Room duties. You will be dealing directly with members of the public, carers, service users and their families.

Administrative tasks included within the role require PC skills, including Microsoft Office suite.

Training for any additional bespoke systems will be provided i.e FastTrack Room Booking System.

General Duties  1. Receiving, processing and sorting post, ensuring that it is passed on to the relevant staff member as soon as possible; ensuring that outgoing post is posted on a daily basis.  2. Deal with the initial handling of general incoming calls, ensuring that they are passed on to the appropriate person as soon as possible.  3. Deal courteously with patients, relatives, members of the public and staff whilst always maintaining confidentiality.  4. Taking accurate messages and ensuring they are received by the appropriate person as soon as possible.  5. Act as a liaison and contact point for the management team.  6. Liaise with other internal and external services as appropriate.

Secretarial and Clerical Support  1. Prioritise and organise own workload. 2. Copy and audio typing of letters and reports as required.  3. Maintain an accurate and comprehensible filing system (paper and electronic).  4. Maintain up-to-date and accurate databases of information.  5. Co-ordinate statistical data and general information as required.  6. Maintain up-to-date diaries as required.  7. Set up meetings and provide support to book rooms, collate papers and take notes as appropriate.  8. Maintain and order stationery supplies and other stores.  9. Maintain adequate supplies of forms and pro-forma documentation.  10. Process orders and/or maintenance requests.

Other Duties  1. Any other duties as requested and commensurate with post and grade.  2. Cover for other secretaries in the team as required.  3. Ensure that administrative colleagues and managers are kept informed of all information pertinent to the maintenance of the high standard of the service and standards of care.  4. Work within national, local and trust policies, procedures, guidelines and standards.