Receptionist / Administration Assistant in Colchester

We are looking for a Receptionist / Adminstration Assistant to join our Hospice team

This would be working 2 days a week, Thursday and Friday 8.30 - 4.30.

Main duties of the job

We are looking for a candidate who has great communicationskills alongside relevant IT skills to join our team.

Reception is any visitorsfirst experience of coming here, so it is important to give them that greatfirst impression.

About us

St Helena Hospices core values and behaviours will be embedded in our recruitment, our training and development review and our decision making process.

Training and competencies within the specialities, as well as on-going support and professional development, will be tailored to meet your individual needs.

Whether you are newly qualified or and experienced practitioner, we want to meet your and discuss the possibility of your joining this great Team.

In return we offer;

• Employee Assistance and Wellbeing support
• Free on site parking
• Subsidised dining and complimentary drinks

Job responsibilities

Toprovide an efficient telephone and reception service using

SystmOne to assistpatients with appointment enquiries.

Dayto day support and training of volunteers including managing rotas.

Asdirected by Matron, assist the clinical secretariat team with admin dutiesusing SystmOne, MS Word, Excel, Outlook as appropriate.

Toassist in facilitating good communications between patients and families, allmembers of the St Helena multi-disciplinary team and other agencies.Toensure that tasks are performed to a high standard and meet necessary targets.

Toparticipate within the clinical secretariat team providing cover as required.

As directed by theFundraising Department, arrange hospitality for visitors as requested toinclude booking room and refreshments.

Inconjunction with the volunteer receptionist, receive, transfer calls or takemessages as appropriate. Relay messageswith accuracy and in a timely manner, using email, telephone, SystmOne orwritten message.

Inconjunction with the volunteer receptionist, contribute to a warm and welcomingenvironment for all patients and their families, ensuring that their needs aremet with calmness, speed and efficiency. This will at times involvecommunicating with patients and families who are in distress, either face-toface or on the telephone.

Inconjunction with the volunteer receptionist, oversee all deliveries andcollections and ensure they promptly meet their intended destination. Welcome and direct contractors to relevantdepartment or person.

Trainingand daily supervision of volunteer receptionists to ensure that they understandthe function and expectations of the role and how to carry out their duties.

Asdirected by Matron, assist the clinical secretariat team with admin tasks, ie,letters, inputting patient information via SystmOne, data entry, attending teammeetings and taking minutes.

Keepvolunteer communication file up to date including printing email and intranetannouncements.

Toliaise with and signpost funeral directors when they come to reception.

Receivedonations into reception and pass to finance or fundraising, cash from Hospiceretail items. Ensure that the details ofthe donor are taken and that a receipt is given if required. During out of office hours, store in securitybox provided.

Toprovide cover for admin staff when necessary and sometimes at short notice.

Toensure adequate supplies of internal and external information is available toservice users.

In conjunction withthe team, ensure any problems, complaints or dissatisfaction amongst serviceusers and volunteers are managed in accordance with St Helena Policy andProcedure and reporting on to Sentinel as required.

Person Specification

Qualifications

• GCSE Maths and English
• CLAIT , ECDL, City and Guilds 7262

Experience

• 2 years proven experience of working in a busy environment and dealing with people sensitively.
• Working within a team
• Experience of the Hospice telephone system.
• Working with volunteers.
• Experience of maintaining a rota.
• Ability to type and produce letters.

Qualities

• Positive outlook.
• The confidence and sensitivity to work in an emotionally challenging environment dealing with distressed patients and families.
• The ability to work in an unpredictable environment and to change activities at others request or own initiative. Welcoming, sensitive, tactful, diplomatic, warm and perceptive

Communication

• Clearly spoken.
• Proven verbal and written communication skills.
• Ability to instruct others tactfully and effectively.
• Ability to take clear messages and relay these promptly and effectively

Skills and Knowledge

• MS Word, Outlook.
• Experience of using telephone systems and transferring calls internally.
• Knowledge of the hospice environment and philosophy.
• Knowledge of the local area.
• SystmOne or other similar software

Disclosure and Barring Service Check

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.