Job summary
- Main area
- Admin
- Grade
- NHS AfC: Band 2
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (Mon-Fri 09:00-17:00)
- Job ref
- 186-1044-25-CS
- Employer
- Nottinghamshire Healthcare NHS Foundation Trust
- Employer type
- NHS
- Site
- Pebble Bridge, Hopewood Hospital
- Town
- Nottingham
- Salary
- £24,465 per annum (pro rata for part time)
- Salary period
- Yearly
- Closing
- 02/09/2025 23:59
Employer heading
Clerical Officer/Receptionist
NHS AfC: Band 2
We fully support the use of AI and other tools to assist in writing your application. However, it's essential that the content, especially your supporting statement, is personalised and factually accurate. Your application should reflect your genuine experiences and qualifications to ensure authenticity and credibility
Job overview
We are looking for a full time member of staff with a working pattern of 9am-5pm Monday to Friday.
The job will include providing a high-level welcome and efficient patient focused service, whilst promoting a positive image. Act as first point of contact to all patients, healthcare professionals and visitors. To provide admin support to the multi-disciplinary team. To maintain strict confidentiality of information at all times.
Please note applicants will be required to pay for their DBS check. Costs are deducted from salary following appointment. The cost of the DBS application is £26.40 (standard) or £54.40 (enhanced), this cost will be deducted from your salary over the first 2 months of employment.
You are encouraged to enrol for the DBS Update Service. An annual fee of £16 per year applies.
Main duties of the job
This is a customer facing role that requires the post holder to provide a comprehensive efficient, confidential, and tactful reception, clerical and administrative service for the department. This could include maintaining patient related records/databases making appointments and preparing correspondence.
Working for our organisation
#TeamNottsHC comprises over 11,000 dedicated colleagues who #MakeADifference every day. We deliver intellectual disability, mental health, community health, forensic, and offender healthcare services across Nottinghamshire, Leicestershire, Lincolnshire, and South Yorkshire. Our care is provided from over 200 sites, spanning community locations, acute settings, and secure environments, including prisons.
We are one of the largest mental health and community Trusts in the East Midlands and one of Nottinghamshire's biggest employers. We also host national and regional services, such as the National High Secure Deaf Service and the Nottingham Centre for Transgender Health.
We offer a variety of employee-led staff networks, including Equality, Diversity, and Inclusion (EDI) groups, the Green Champions network, the Freedom to Speak Up network, the Health and Wellbeing Champions network, and the Menopause Champions network. These networks play a vital role in supporting our diverse workforce and promoting a culture of inclusivity.
The health and wellbeing of colleagues is a top priority. We invest significantly in this through our in-house occupational health and staff counselling services, supported by a dedicated Health and Wellbeing team.
The Trust is committed to reducing its carbon emissions, with a specialised Energy and Environmental team working to ensure compliance with environmental legislation, enhance our environmental performance, and achieve our net-zero commitment.
Detailed job description and main responsibilities
Key Accountabilities:
- Perform welcome duties which include greeting clients and visitors and ensuring clinical staff are made aware of their arrival.
- Take and deal with all incoming calls.
- Recording and relaying messages accurately via telephone email, and face-to-face contact.
- Receiving visitors, assisting with their enquiries and directing them appropriately.
- Maintain general tidiness of the waiting area.
- Maintain notice boards and leaflet stands. Ensure the reception area is well stocked with information relevant to clients.
- Maintain efficient computerised and manual record systems. This includes:
- Request maintenance jobs when required.
- Upload documents such as letters, reports, blood results, etc. onto the client electronic record.
- Maintain an in/out record of all visiting professionals, for fire safety requirements.
- Tracking case notes in and out of the site.
- Room bookings
- Ensure all confidential documents and files are locked away securely.
- To deal with all outgoing/incoming mail.
- To receive and sign for all general deliveries or re-direct accordingly.
- To assist with other administrative duties within the administration team as required.
- General typing of correspondence, audio and copy.
- Client data input and data cleansing on RiO
- Photocopying, laminating, scanning, shredding etc of documentation.
Any other duties commensurate with the grade, as requested by the Team Leader/Manager.
Please note that this post does not meet the pay or skill level required for a Skilled worker visa. Successful applicants with no prior NHS experience would normally be placed at the bottom of the band in line with Agenda for Change. This salary is below the minimum salary required for sponsorship for a Skilled Worker/Health & Care visa. In these circumstances the Trust would not, therefore, be able to sponsor for a Skilled Worker/Health & Care visa.
Applicants requiring a Skilled Worker Visa can determine the likelihood of obtaining a Certificate of Sponsorship against the relevant criteria here https://www.gov.uk/skilled-worker-visa
Person specification
Values and Behaviours
Essential criteria
- All colleagues are expected to demonstrate that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust Honesty Respect Compassion Teamwork
- All colleagues are expected to demonstrate an understanding of and commitment to Equality, Diversity and Inclusion (EDI) and how it applies to their role. The Trust’s expectations are highlighted within our EDI Policy, and associated EDI and Human Rights legislation
Qualifications - Academic / Craft / Professional
Essential criteria
- Typing/word processing qualification to RSA/OCR III standard or equivalent level of experience
- Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 2 or proven practical experience.
Experience
Essential criteria
- Experience of working in a customer-facing role.
- Previous experience of working in an office environment.
- Ability to work as an affective team member.
- High Level Microsoft office software.
Desirable criteria
- Relevant Experience of working within the NHS
Skills
Essential criteria
- Excellent interpersonal/communication skills, including excellent written and oral skills.
- Administrative skills.
- Excellent telephone manner.
- Good interpersonal skills.
- Good numeracy and literacy skills.
Contractual Requirements
Essential criteria
- Ability to travel between venues.
- Requirement to complete Mandatory Training.
Training
Essential criteria
- Microsoft Office i.e Database, Excel, Word, Powerpoint.
Physical requirements
Essential criteria
- Requirement for sitting in a restricted position for a substantial proportion of the working time
- Has the physical ability to perform the full range of duties.
- There is a frequent requirement to set up meetings/training rooms.
Knowledge
Essential criteria
- Computer literacy including word, excel, outlook, database
- Maintain electronic records/information on computer.
Employer certification / accreditation badges
Applicant requirements
This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Harry Lambert
- Job title
- Admin Team Lead
- Email address
- [email protected]
- Telephone number
- 0115 844 0500
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