Receptionist in Swansea

To provide reception/clerical support to the paediatric assessment unit in Morriston hospital. Welcoming patients and families to the unit. Booking patients in and maintaining records. Maintaining confidentiality at all times.

Main duties of the job:

• Maintain records both manually and on computerised systems.
• Handling sensitive and confidential information, i.e. patient/staffing information, or service data etc.
• Deliver a client focussed service promoting good customer service and effective working relationships.
• Provide a clerical and word processing service associated with correspondence, reports, and other similar documentation as directed by the Manager.
• Provide clerical and administrative support during colleagues' absences due to annual leave and sickness.

Job responsibilities:

• Communication: Ensure effective communication and good working relationships with a wide range of staff at all levels of the organisation, including the Executive Directors, Senior Managers, officers and external partners/stakeholders.
• Provide reception duties, including receiving and greeting visitors in a courteous and professional manner and directing visitors as required.
• Build and maintain strong influential relationships with internal and external stakeholders.
• Utilise excellent communication when liaising directly with external organisations, i.e. Health Boards, Local Authorities, educational providers, Welsh Government, staff, or patients etc.
• Ensure good customer service by providing a professional and effective service by dealing with queries from service users and staff on the telephone.
• Take accurate messages and ensure these are passed onto the appropriate person.
• Act with tact and diplomacy and discretion when subject matter is sensitive or contentious.
• Screening all incoming calls and manage barriers to communication.

Planning and Design:

• Arrange meetings or appointments, typing/distributing minutes as directed by the Manager.
• Manage appointment for patients/staff or schedule meeting room bookings.

Management, Training & Leadership:

• Maintain and improve own knowledge, learning and ability to excel in the role.
• Act in a professional, respectful, compassionate, and confidential way.
• Prepare for and take an active part in the PADR process.

Finance and Budget:

• Responsible for monitoring and maintenance of office equipment within department.
• Maintain and order stock as directed using the health boards system.

Improvement, Monitoring, Policy/Service Development:

• Solve delegated problems logically and make decisions appropriate to the level of the post.
• Ensure that the reception and waiting areas are welcoming, tidy, and well presented at all times.
• Make changes in own practice and constructively undertake a role in improving the service.

Digital and Information:

• Maintain records both manually and on computerised systems handling sensitive and confidential information.
• Work competently with the organisations IT systems and keeping up to date with the latest software.
• Assist with audits as requested.

Person Specification:

• 5 GCSE or equivalent at C grade or above.
• Previous experience working with the public.
• Experience of working within the NHS.
• Knowledge of using IT and clinical systems.

Skills:

• Excellent organisational skills.
• Excellent interpersonal skills.

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.