Part-Time Receptionist, Belfast

Main Duties and Responsibilities

To meet and greet service users and visitors to Trust Headquarters in a friendly and welcoming manner, notify the appropriate individual and to monitor and maintain contractor/visitor signing in/out books.

To ensure contractors receive a contractors pass and that all relevant documentation is completed prior to any work undertaken to ensure Health & Safety requirements are adhered to.

Log and action estates faults reported by staff to the Estates Department. Updating records regularly of all logged faults ensuring Estate's personnel are directed to the appropriate department on arrival. Updating spreadsheet on the completion of work on their departure.

Record complaints and compliments from members of the public (either in person or over the telephone) making accurate records and passing on to relevant complaints personnel, ensuring confidentiality is maintained at all times.

Operate an effective bring forward (BF) system to ensure that messages are redirected, stock levels are maintained and weekly checks are performed in line with relevant policies.

To ensure the reception area has up to date and accessible information about service provision for service users and visitors. Keeping area free from obstructions and any health or safety issues are reported as appropriate. (e.g. spillages, large deliveries).

To act as an initial point of contact and deal with telephone enquiries and requests from external agencies, service users and other members of staff in a professional and sensitive manner, communicating messages where necessary, without delay to the appropriate individual. Prioritise workflow by actioning urgent calls during busy periods to ensure that these queries are dealt with efficiently and effectively.

Manage complex emergency queries from members of the public, promptly to ensure calls are redirected to Emergency Ambulance Control (EAC) or Non-Emergency Control, as appropriate. Process calls for NEAC during periods of telephony outage as per agreed contingency arrangements.

Deal with calls from members of the public who are deaf / suffer from hearing difficulties, by making use of the text telephony system as per agreed arrangements. Ensure that loop system is available and operational at Reception for staff / visitors who are hearing impaired.

Provide a comprehensive handover to site security personnel at the beginning and end of each shift, making them aware of any events or maintenance which may occur out of office hours or at weekends.

Responsible for safe storage of Trust flu vaccinations ensuring that the clinical fridge is kept secure and a pre-defined temperature is maintained at all times and associated temperature records are maintained.

To be responsible for recording bookings for meeting rooms within Trust Headquarters and maintaining meeting room diaries

To utilise Microsoft Office Suite, Excel, Word and Power point undertaking routine administrative tasks such as the compilation of documents, letters and reports to a consistently high standard.

To input complex and sensitive untoward incident reports (UIR) onto the DATIX risk management database and escalate any serious/urgent matters to the Datix Management Team. Ensuring that the Datix Team are kept informed of associated database updates as necessary.

To undertake audio transcription as required.

To undertake routine Clerical duties such as photocopying, distribution of incoming and outgoing correspondence, filing and monitoring stationery stock and rising requisitions for essential building consumables as and when required.

To operate and maintain an effective filing system ensuring that records are kept secure and updated at all times.

To operate office equipment including fax machine, photocopier, and paging system. Ensure that the visitor information system is kept up to date with meetings, events, courses and power point presentation.

Responsible of the effective operation of the key management system for all building doors and Trust vehicles on-site. Ensure that key records and audits are kept maintained as per office procedures.

Responsible for the distribution and collection of all internal print consumables ensuring that disposals are issued back to print contractor when necessary.

Carry out weekly and monthly checks for the AED Defibrillator at reception, ensuring pads are replaced, batteries are checked and expiration dates are adhered to.

During absence of Porter, undertake duties i.e, collate and process all incoming and outgoing post for all NIAS sites within the Knockbracken site and make ready for collection by postal contractor each day.

Ensuring the internal and external postage system is maintained and stock levels are adequate for effective usage and assist colleagues with large mailing campaigns to staff as required.

Accepting and signing for deliveries to NIAS and ensuring that goods are correctly dispensed to relevant departments. (Deliveries may arrive in various quantities, sizes and weights which may entail manual handling of goods).

Responsible for the upkeep and maintenance of confidential waste collection records.

Train new members of Reception staff as necessary and ensure that office procedure files are kept updates as necessary.

In line with NIAS Fire Policy and Procedures, carry out daily, weekly and monthly fire checks and maintain records as appropriate. Contribute with the planning of arrangements for fire evacuations ensuring that local fire authorities are aware of test alarm activations. During evacuations ensure that contractor and visitor records are updated and available for fire wardens to safely assess occupation of the buildings.

The effective operation of the Paxton door access system, ensuring that staff, visitors and contractors have access when necessary to secured areas of the building.

To monitor the effective operation of the internal CCTV system, ensuring that the system is operational and any adverse occurrences are escalated as appropriate.

To maintain the digital information screen within the Reception area, ensuring information is maintained and kept updated a necessary.

ESSENTIAL CRITERIA

1.

5 GCSE's at Grade C or above, including English/English Language or equivalent educational qualifications. AND hold a minimum of one years' experience working in a receptionist/administrative position, working within a team and using own initiative. OR a minimum of three years' experience working in a receptionist/administrative position and working within a team and using own initiative.

AND

A minimum of one year's working knowledge of fire safety checks to include building evacuation procedures.

2.

Word/Text Processing Level 2, OCR/RSA or equivalent.

DESIRABLE CRITERIA

Hold a minimum of one years' experience of using Datix forms / data input of complex risk data.