Receptionist in Grimsby

This is a rare opportunity to work within a friendly and efficient team to support the Older People's Mental Health services including Community and Acute Teams. We are seeking a friendly, professional and motivated person to fill this position. In return you will be working in a supportive, experienced and well-established team.

Main duties of the job

• Being the first point of contact for our service
• Answering telephone calls
• Directing calls accordingly
• Taking accurate messages
• Meeting and greeting visitors, staff and service users and assisting with parking permits
• Use of SytsmOne
• Supporting with scanning and archiving
• Managing internal and external post
• Assisting the clinical and administrative teams with administrative tasks when required

About us

Hello! We are Navigo. We look after North East Lincolnshire's mental health and well-being, an award-winning social enterprise that provides mental health services to the NHS and beyond. The whole basis of our work is to deliver services that we would be happy for our own family to use. We offer a range of mental health services, including acute and community facilities as well as specialist support such as outstanding older adults inpatient services, rehabilitation and recovery community mental health and an outstanding specialist eating disorder facility. Ranked as one of the top UK companies to work for, we feature in the Best Companies top 100 large company list. As a social enterprise, we do things a little bit differently and have also developed income-generating commercially viable businesses that provide training, education and employment opportunities including Grimsby Garden Centre. Working at Navigo is not like working anywhere else. Lots of places say that, but we really mean it. We like to work with forward-thinking people who want to make a difference. Come and join us!

Please note: Whilst we value all applications, if we believe an application to be AI generated, we will use a checking tool and may reject any application that has been automatically generated. Should you require any assistance in completing this application due to a disability or other needs please contact navigo.recruitment@nhs.net

Job responsibilities

• To meet and greet as the first point of face-to-face contact for service users, families and visitors alerting arrival of same to Team Members/Ward as appropriate.
• To deal with telephone enquiries from Service Users suffering with mental health illnesses using empathy, understanding, initiative, tact and tenacity where appropriate ensuring accurate information is forwarded appropriately in order for appropriate care and follow up to be facilitated ensuring notification to relevant staff members of any concerns.
• To liaise with a range of internal and external personnel on a daily basis including Clinical Professionals, Service Users and their Families/Carers, GP practices, Consultants, Hospital departments and Health and Local Authority staff.
• To manage room bookings electronically for internal and external agencies.
• Ensure the maintenance of the In/Out Board and Signing In/Out Visitors book taking responsibility of same in the case of fire drill or actual emergency.
• To act as central reporting and information point for telephone/photocopier maintenance.
• To act as a point of contact for parking permits and parking ticket issues.
• To act as central reporting of building faults as required.
• To take responsibility for processing and distribution of incoming mail and be the central point for outgoing mail collection.
• To provide administration/secretarial assistance including typing, scanning and photocopying as directed by Administration Team Lead to support the Administration team.
• Work within the implemented Reception Administration pathway.
• To understand the need for confidentiality ensuring security of service user data in accordance with Navigo policy.
• Bring to the attention of senior staff members any relevant concerns he/she considers may jeopardise service delivery and or care provision.
• To attend and participate in relevant Team Development activities and team meetings including Administrative, Clinical and Business Meetings.
• To ensure health and safety procedures are adhered to and actioned as necessary.
• To maintain confidentiality at all times and to comply with the Data Protection Act and Access to Health Records procedures.
• To comply with Health and Safety Regulations and work within the policy guidelines of Navigo.
• To effectively manage compliance in mandatory training within the guidelines of Navigo.
• Maintain an up to date and proficient working knowledge of Navigo policies, procedures and processes ensuring changes in process and procedures are embedded in working practice.
• Involvement as requested in new service initiatives and participation in working groups as appropriate and to meet needs of service.
• Provide administrative input and perspective to developments within service as appropriate.
• Any other reasonable duty in connection with the work of the Team and as required by the organisation.

Person Specification

Experience

• Experience of working in a busy office environment with the ability to multi-task.
• Ability to work to processes and set deadlines.
• Experience of working in a customer service environment.
• Ability to deal with stressful situations and clients.
• Fire Warden trained or willing to work towards if required by area of service.
• First Aid trained or willing to work towards if required by area of service.
• Proof Reading trained or willing to work towards.

Knowledge

• Understands the need for confidentiality.
• Understands the need for liaison with service users and their families sensitively, warmly and with empathy.

Skills & Attributes

• Excellent communication skills; articulate, legible and meaningful and able to adjust communication style and content to the audience (Experience/Ability to deal with telephone enquiries from other Agencies, Clients and related Mental Health professionals).
• Attention to detail and accuracy.
• Active and effective team member, co-operating to work together and in conjunction with others and willing to help and assist wherever possible and appropriate.
• Adaptable and flexible in approach to working practice.
• Ability to use own initiative.
• Ability to work under pressure.
• Able to develop, establish and maintain positive relationships with others both internal and external to the organisation.
• Willingness to undertake further training as required.
• Knowledge of mental health services.
• Knowledge of hospital administration systems.
• Knowledge of medical terminology.

Qualifications

• Educated to GCSE level grade A to C or equivalent including Mathematics and English Language.
• RSA/OCR I Typing/Word Processing standard.
• Previous NHS secretarial/administrative experience/knowledge of hospital administration procedures.