Admin Support Officer / Receptionist in Southampton

Reception is a key role within Mountbatten Hampshire; our dedicated Receptionists often make the first impression that our visitors have of our business. Do you possess excellent customer service, have great eye for detail and love to work in a fast-paced environment? We are looking for a kind and considerate Admin Support Officer / Receptionist to join our team.

Main duties of the job:

• The successful candidate will be required to receive, assist and direct patients or visitors of Mountbatten Hampshire to access the appropriate services or healthcare professional in a courteous, efficient and effective way.
• The postholder will provide a positive and friendly image to all patients and visitors, either in person or via the telephone.
• They will also provide day-to-day support for other administration duties for other departments within Mountbatten Hampshire as required.

About us:

Your Local Hospice: If you live in Southampton and West Hampshire, Mountbatten Hampshire (formerly Countess Mountbatten Hospice) is your local hospice. We are a charity which provides free care and support to people with any life-limiting illness, including respiratory disease, Motor Neurone Disease, heart disease, advanced dementia, respiratory disease and cancer. We also provide free bereavement and psychological support to patients and their families. Much of our work takes place in people's own homes across our community.

Our Values:

• We care about what we do. We appreciate that people are different, and we are kind and compassionate to our patients and families, to our local community and to each other.
• We are experts in our field. We are professional at all times, aspiring to be the best that we can be in everything that we do.
• We are innovative and bold. We respond quickly and creatively to the changing needs of our society within the scope of our human and financial resources.
• We respect our community. We exist for our local population, now and into the future, and we believe that we can achieve more together by working in partnership with others.

Job responsibilities Overview of Role:

• To provide a comprehensive Reception service to all visitors, patients and employees of Mountbatten.
• Act as first point of contact on Mountbatten Hampshire Reception, greeting visitors in a professional, courteous, efficient and effective manner to ensure that they always receive a high standard of customer care.
• To support as requested with other administrative tasks for other Departments within Mountbatten Hampshire.
• Support the ordering of stationery, documents and other consumables as requested by colleagues.
• To answer all calls into Mountbatten Hampshire's switchboard system as required, ensuring that all callers are directed to the appropriate healthcare professional or department.
• Take appropriate action in managing emails and calls when other team members are unavailable i.e. at meetings, on annual leave or sick leave as required.
• Organise and arrange transport i.e. taxis as requested for visitors to Mountbatten Hampshire as required, in accordance with designated procedures.
• To communicate effectively with all disciplines by giving and receiving accurate information to ensure that all teams are kept fully informed as required.
• When requested, complete project work within specified deadlines and to Mountbatten Hampshire's standards.
• Communicate effectively in a sensitive and positive manner at all times, ensuring that any matters you cannot resolve are directed to an appropriate colleague in a timely manner.
• Receive, exchange and manage securely a range of complex and sensitive information, e.g.: financial information, performance data, patient records and confidential reports.
• To ensure all volunteer rotas for IPU and Drivers are completed and sent to all relevant parties in a timely manner.
• Assist clinical and other employees in all aspects of word processing and systems compiling new forms/charts, tables using IT applications as required.
• Ensure deliveries are stored and items are collected in a timely manner, ensuring that all items are securely stored when left unattended.
• Responsible for all incoming and outgoing post, ensuring that all outgoing post is correctly stamped and dispatched each day as required.
• Scan all requested documentation, always maintain confidentiality and ensuring these are stored in accordance with Mountbatten procedures.
• Inputting compliments to Datix in an accurate and timely manner.
• Ensure that all Mountbatten Hampshire visitors comply with any prevailing regulations, e.g. hygiene or health and safety requirements, including PPE, restrictions on visitors etc.

Person Specification Abilities & Skills:

• Understanding of confidentiality issues in a patient/client care setting.
• Ability to deal with confrontation in a calm and professional manner.
• Ability to adapt to changing needs and requirements.
• Ability to work flexibly as part of a team to meet the needs of the service.
• Ability to work effectively in a team environment as well as independently manage own workload.
• Excellent telephone manner and ability to provide great customer service.
• Computer literate: Word, Excel, PowerPoint and Outlook.
• Strong organisational and time management skills.
• Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/instructions to others and patients/carers.
• Logical approach to tasks and problem solving.

Qualifications Experience:

• Experience of using and operating a switchboard.
• Experience of communicating with professionals in a variety of settings.
• Experience of working in a busy admin/secretarial role.
• Understanding of confidentiality issues in a patient/client care setting.
• Experience of initiating and maintaining office systems.

Other:

• Be prepared to assist with Hospice fundraising.
• Support and adopt Mountbatten's Values.
• Willing to undertake further training as required.

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.

£9,791.31 a year Equivalent to £24,478.27 per annum FTE.