Receptionist / Telephonist Administrator

Job Role

The post-holder will participate and assist in the provision of an effective and efficient client support service within Northern Ireland Hospice (NIH).

Key Responsibilities:

Following relevant policies and desktop guides:

• Provide a sensitive, effective, and professional reception service to NI Hospice patients, visitors, volunteers, support workers, staff, suppliers, and contractors.

• Manage NI Hospice Reception/Switchboard, dealing with all telephone enquiries in a sensitive, efficient, and professional manner.

• Manage acceptance of donations and collection boxes at the reception desk.

• Manage/report any lost property.

• Manage file archiving as and when required.

• Maintain appropriate levels of stationery, reordering new supplies as and when necessary.

• Process purchase orders on the system for any goods responsible for ordering.

• Process all incoming and outgoing mail for NI Hospice as required.

• Ensure all cheques received in the post are kept secure and collected by finance in a timely manner.

• Report in a timely manner any faults with IT equipment to IT Helpdesk and line manager.

• Report in a timely manner any breakages/or incidents to Estates Helpdesk via Smart log and line manager.

• Report any incidents, slips, trips, falls, accidents on Sentinel and advise your line manager for onward reporting to the Head of Governance, Risk and Performance Management.

Assist in the supervision of volunteer staff working on reception desk.

Co-ordinate deliveries to and from the building at reception.

Distribute urgent messages to IPU ward clerk, nurse stations or nurse in charge, if switchboard is unable to contact them directly.

Keep the reception area tidy at all times, ensuring it is always kept clear from clutter.

Undertake administration duties for Executive Office and other departments, as required, and approved by line manager/Executive Office Manager.

Partake in monthly 1:1 meetings with line manager.

Participate in team meetings (flexibility may be required).

Actively engage with directorate initiatives.

Keep up to date with mandatory training required for the role.

Undertake any training requested by line manager, relevant to the role.

Undertake continuous personal development including any areas of interest, and, in particular, those which are applicable to either the role or align with the values of NI Hospice.

Alternate between Reception, Switchboard and administrative duties as required. Flexibility is required as this may fall outside normal working hours.

Any other duties that may be assigned by line manager and Executive Office Manager.

This Job Description is not meant to be definitive and may be amended to meet the changing needs of Northern Ireland Hospice.

Salary Range: £23,993 to £25,674 per annum pro rata*

Essential Criteria:

• GCSE English and Math’s at Grade C or above (or equivalent qualification) and at least one years’ experience in a similar position.

OR

A minimum of 2 years’ experience carrying out similar activities.

• Proficient in Microsoft 365 packages.

• Able to work as part of a team and individually.

• Excellent communication skills, both oral and written.

• Flexibility with working hours to meet service needs, this may include evenings and/or weekends.

Desirable Criteria:

• Experience working in a healthcare setting