Receptionist / Admin Support Officer in Southampton

Hours: 22.5 hours per week to work flexibly (to be negotiated)

Overview of Role

Reception is a key role within Mountbatten Hampshire; our dedicated Receptionists often make the first impression that our visitors have of our business. The successful candidate will 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.

Key Tasks

• 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 they always receive a high standard of customer care.
• 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.
• Answer all calls into Mountbatten Hampshire’s switchboard system, ensuring callers are directed to the appropriate healthcare professional or department.
• Take appropriate action in managing emails and calls when other team members are unavailable (e.g., at meetings, on annual leave or sick leave).
• Organise and arrange transport (e.g., taxis) for visitors to Mountbatten Hampshire as required, in accordance with designated procedures.
• Communicate effectively with all disciplines by giving and receiving accurate information to ensure all teams are fully informed as required.
• Complete project work within specified deadlines and to Mountbatten Hampshire’s standards when requested.
• Communicate effectively in a sensitive and positive manner at all times, ensuring that any matters that cannot be resolved 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.
• 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 ensure they are stored in accordance with Mountbatten procedures.
• Input 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).

Education and Training Responsibilities

• Ensure compliance with all mandatory training requirements.

Research, Audit and Service Evaluation Responsibilities

• Support clinical teams with the formatting of audits when required.

Other Responsibilities

• Complete internal audits and the associated audit reports as required.
• Liaise as necessary with both internal and external stakeholders, businesses, and members of the community, providing an effective link with the organisation for those bodies and individuals.
• Develop and maintain effective working relationships with the Administration Team and other Mountbatten Hampshire employees, volunteers and visitors.
• Responsible for the administration of purchase order processing, ensuring that an audit trail is always maintained for this area.