Administration and Office Support Assistant
The post holder will act as a receptionist and first point of contact for visitors, callers, and colleagues on behalf of NHS Hampshire and Isle of Wight at Omega House. The post holder will act as general office support across the Governance team as and when required. The post holder will we required to maintain relationships with colleagues both within and external to NHS Hampshire and Isle of Wight, this could include patients, patient’s representatives, tenants of Omega House, visitors and callers to the site.
Main duties of the job
Provide a professional, calm, friendly and efficient reception service, ensuring high quality and confidential administrative service to teams within NHS Hampshire and Isle of Wight as required. The post holder will deal with routine and specialist enquiries in a professional and helpful manner, answering telephone calls and greeting visitors.
The role will involve working in harmony and collaboration as part of the Governance team. The post holder will provide an accurate, confidential, and efficient clerical service and support tenants, ensuring priorities, deadlines and queries are always dealt with correctly and efficiently providing a high quality, effective administration, and reception service within the facility.
The post holder will undertake the role of general office support within the Governance team.
About us
We offer excellent employment opportunities to new and existing staff. We aim to be a model employer by embedding best HR practice and to support new ways of working.
We pride ourselves on offering good working conditions, job security, lifelong learning, fair pay and benefits, staff involvement and a balance between work and personal life.
We enjoy a forward thinking and innovative culture and our vision is to have healthy people, living healthy lives in healthy communities. We understand the only way to deliver this is to have the right people with the right skills.
Here is a summary of some of the benefits and services which are on offer to staff:
- 27 days paid minimum holiday and bank holiday entitlement
- Sick pay policy
- Occupational health services including staff counselling services
- Flexible working and family friendly policies
- Flexible retirement and retirement vouchers
Job responsibilities
Provide a professional, calm, friendly and efficient reception service, ensuringhigh quality and confidential administrative service to teams within NHSHampshire and Isle of Wight as required.The post holder will deal with routine and specialist enquiries in a professional and helpful manner, communicating relevant information to stakeholders, referring to others as appropriate.
The role will include answering telephone calls, meeting and greeting visitors, taking messages and passing them on accurately to the relevantdepartments/person.The role will involve working in harmony and collaboration as part of theGovernance team. The post holder will provide an accurate, confidential, and efficient clerical service and support tenants, ensuring priorities, deadlines and queries are always dealt with correctly and efficiently providing a high quality, effective administration, and reception service within the facility. Promoting excellent customer service and working relationships.The post holder will be responsible for ensuring facilities in the building are fit for purpose and report any issues via the electronic reporting system to NHS Property Services. This will also include general office supply levels which are maintained, i.e., paper stocks for printers, sanitations stations etc., are fully stocked.The post holder will be required to act as a fire warden and first aider once the relevant training has been undertaken.The post holder will promote the image of NHS Hampshire and Isle of Wight, checking that notices and leaflets are up to date and well presented. The post holder will prepare and maintain the reception and waiting areas and ensure public areas are clean and tidy.The post holder will undertake the role of general office support within the Governance team. The post holder will carry out other appropriate delegated duties as required
Person Specification
Qualifications and/ or experience
- Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience
- Demonstrable experience of working in an administrative environment and working with computerised data systems
- An ability to maintain confidentiality and trust
Communication and interpersonal skills
- Knowledge of NHS functions
- Clear communicator with good telephone manner, writing and data entry skills
- Able to build strong relationships and work effectively as part of a team
- Ability to multi-task and prioritise and organise own workload to changing and often tight deadlines
Analytical and problem-solving skills
- Ability to train other immediate team members in aspects of the role
- Ability to problem solve and act autonomously running reception on a day-to-day basis
- Proficient in Microsoft 365 including word, excel and PowerPoint with the ability to use PC, keyboard, and mouse on a frequent basis
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.
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