Medical Education Centre Receptionist Apprentice

Applications are invited for this vacancy in the Clinical Education Department, located in the Multi-Professional Education Centre (MPEC) in the Princess of Wales Hospital. The post holder will be required to undertake up to a 16-month training programme upon commencement of this Apprenticeship, with an aim to attain a Vocational Level 2 qualification. Completion of the qualification is a requirement of the contract of employment. During this training period, salary will be paid in accordance with Annex 21 of the Terms and Conditions. Months 1 - 6 of the training period will be paid at 70% of the top of Band 2 pay scale/Real Living Wage (whichever is the greater) and Months 7 - 18 will be paid at 75% of the top of Band 2 pay scale. Upon successful attainment of the qualification, even if sooner than the 16 month allocated timeframe, the post holder will automatically move to the Band 2 as they will then meet the full KSF outline of this role, and be expected to undertake all duties within this Job Description.

Main duties of the job:

• As part of the Medical Education function, the post holder will form part of an integrated team to contribute towards facilitating the provision and promotion of a quality service in Medical Education in the locality, in accordance with All-Wales standards.
• Adhering to the standard operating procedures in place, the post holder will be an active participant in responding and planning for change and development.
• A degree of initiative will need to be used when working unsupervised.

Job responsibilities:

• Be the first point of contact in the MPEC for internal and external visitors.
• Provide cover for front-of-house services by meeting and greeting visitors, liaising with organisers/speakers and attendees to maintain an efficient and professional impression of the University Health Board.
• Deal with customers calmly, politely and tactfully.
• Problem solve conflicting booking difficulties, negotiating alterations with tact and diplomacy using own initiative to carry out changes to bookings.
• Ensure that appropriate procedures are followed regarding cancellation, change of venue and confirmation of booking.
• Answer telephones, e-mails, dealing with customer queries and difficulties and providing face-to-face advice calmly, politely, tactfully and in a friendly and efficient manner.
• Ensure that requirements of the visitor are accurately entered into the computerised room booking system.
• Prepare rooms for meetings, updating notice boards as necessary and ensuring that all equipment is re-housed and whiteboards are cleaned.
• Assist with the provision of visual aids using the facilities available in the department.

Welsh Skills Desirable: This post is advertised as Welsh Desirable. This doesn't mean essential; whilst the candidate doesn't need to have skills in Welsh, we’ll consider it an advantage when short-listing and selecting candidates.

Person Qualifications and/or Knowledge:

• Will be required to undertake up to a 16-month training programme upon commencement of this Apprenticeship, with an aim to attain a Vocational Level 2 qualification.
• Fully Qualified Vocational Level 2 or demonstrable equivalent experience, skills and knowledge.
• Good level of general education (to 'O' level/GCSE standard or equivalent).
• Good written and presentation skills.
• IT literate.
• Educated to 'A' level standard or equivalent.
• Experience of AV equipment.

Experience:

• NHS or university experience.
• Experience of Medical Education.

Aptitude and Abilities:

• Excellent organisational skills.
• Ability to respond to and plan for change and development.
• Welsh Language Speaking/Listening Skills at Level 3 or above.

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 to check for any previous criminal convictions.