Reception Administrator

Open only to applicants from Hampshire & Isle of Wight NHS system, which is limited to; Hampshire IOW Healthcare NHS Trust, Hampshire and Isle of Wight ICB, Portsmouth Hospitals University NHS Trust, Isle of Wight NHS Trust, University Hospital Southampton Foundation Trust, South Central Ambulance Service or Hampshire Hospitals Foundation Trust. As the first point of contact for patients attending the Sexual Health and HIV Service (SHHS), our Reception Administrators have a critical role in ensuring all our patients feel equally welcome without judgment or prejudice. The administration team is crucial to the smooth running of the clinical service and key in ensuring that the service remains on a path of continual improvement using Systems Thinking principles and every member of the team has a part to play in delivering a high standard of care to our patients. Main duties of the job

• To be the first point of contact for patients attending the clinic.
• Deal with general enquiries, book appointments as required following standard operating procedures.
• Use the electronic record system to access patient records in order to update demographic information and manage appointments.
• Follow agreed processes for dealing with emails, phone calls and written correspondence prioritising both urgency and importance, taking responsibility for signposting or dealing with queries.
• Photocopying, scanning and electronic filing accurately and securely.
• Record data accurately and appropriately, mindful of General Data Protection Regulations (GDPR) and Information Governance policies.
• Gather information from systems / records for statistical collation including DNA reports as requested.
• Liaising by telephone or in person with patients, colleagues, and other healthcare professionals in a professional, positive, friendly, calm and sympathetic manner, using good judgement to identify requirements in order to pass on information correctly or take appropriate action.
• Deal with incoming results via post, scan on to the electronic patient record system and distribute accordingly.
• Promote the Friends and Family Test patient survey to all attendees and ensure any completed forms are processed promptly and appropriately according to local procedure.
• Prepare health promotion packs for distribution., Further information about the Trust and this role can be found on the Job Description and Person Specification document attached.
We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.

Essential
• English & Maths GCSE, level 4 or equivalent
• Good general education
• BTEC or equivalent level knowledge or relevant experience
Desirable
• RSA 2 Typing or equivalent
• ECDL or equivalent IT skill & knowledge
Experience Essential
• Competent in basic use of IT systems including Microsoft Office
• Experience of administrative work
• Experience of working with the public in a customer-focused environment
• Experience of maintaining digital filing systems & collating information
• Proven skills in being flexible and adaptable (including ad hoc evening and weekend working) to meet competing priorities
• Understanding of confidentiality and GDPR / IG regulations
• Excellent organisational, interpersonal, communication and telephony skills
• Ability to prioritise and plan ahead
• Ability to work within a close-knit team
• Self-motivated
• Ability to maintain good relationships with colleagues and professional staff
• Excellent listening skills
• Understanding of personal health and safety responsibilities
• Is able to work legally in the UK
• Hold a valid full driving licence which enables them to legally drive in the UK
  
  Hampshire and Isle of Wight Healthcare NHS Foundation Trust is a newly established organisation, bringing together expertise from across mental health, learning disabilities, community, and physical health services. We are dedicated to delivering compassionate, high-quality, and accessible care to the diverse communities of Hampshire and the Isle of Wight.
With over 13,000 dedicated staff working across more than 300 sites, we place patients and staff at the centre of everything we do. Our goal is to create an integrated healthcare system that improves accessibility and ensures more consistent care for patients. By working together, we aim to improve patient outcomes, drive innovation, and meet the unique needs of the populations we serve. Our Trust unites services from Southern Health, Solent NHS Trust, Isle of Wight NHS Trusts community and mental health teams, as well as Hampshire CAMHS, originally part of Sussex Partnership NHS Foundation Trust. This transformation enables us to deliver more seamless care across the region, ensuring that patients receive the right support, in the right place, at the right time. Join us as we embark on this exciting journey to shape the future of healthcare across Hampshire and the Isle of Wight. We are deeply committed to our CARE values of compassion, accountability, respect, and excellence, and offer outstanding opportunities for career development, training, and collaborative working.