Receptionist

This post will be predominately based at our Haven Paddington at Ladbroke Grove site although regular cross site working is expected. Working pattern is Monday to Friday (excluding bank holidays) 9am to 5pm shifts, with a 12 noon to 8pm shift (maximum once per week, typically once every two weeks - at the time of publication, awaiting an implementation date) . The post holder will work as part of team in facilitating a high quality customer-focussed reception service including: taking and transferring calls (including client calls), registering clients, booking in clients on arrival, directing clients to the appropriate staff and preparing and administering clinical proformas and client files. The post-holder will be responsible for entering highly sensitive information onto the Havens systems. This involves sexual assault information which may be used in criminal investigations. The data entry needs to be accurate so attention to detail is crucial. Similar attention to detail, and
compliance with information governance security, is required for sharing of information with, and sending referrals to, clients, GPs, police, and other legal and external health and social care services., To be part of the reception and administration rota providing a friendly, professional and welcoming reception and administration service.
To answer telephone calls, take messages and respond to calls including those from clients and police enquiries in a courteous and professional manner, maintaining confidentiality at all times. To act as the first point of contact for clients returning to the Havens follow-up services and booking and managing follow up appointments for clients. To undertake data entry (client and other data) and uploading of documents to the Havens client management system(s), databases and spreadsheet trackers. To send external referrals and other shared data and documents, including to police, GPs, social care ensuring strict adherence to information governance security and confidentiality. To provide clinical administration support which will include liaison with partner services and referrers, arranging client appointments and providing pre and post clinic and appointment administration. Ensure clients are logged in and out of Havens clinics on the Havens appointment system. To
review, distribute and action incoming emails received within service generic mailboxes. To undertake photocopying, scanning, notes archiving. To assist in maintaining the smooth running of office equipment. To adhere to all Haven policies, procedures and quality standards and generally assist in the smooth running of the Havens., a. To be part of the reception and administration rota providing a friendly,
professional and welcoming reception and administration service.
b. To answer telephone calls, take messages and respond to calls including
those from clients and police enquiries in a courteous and professional
manner, maintaining confidentiality at all times.
c. To refer callers to the appropriate staff members in a timely manner.
d. To act as the first point of contact for clients returning to the Havens
follow-up services and booking and managing follow up appointments for
clients.
e.To undertake data entry (client and other data) and uploading of
documents to the Havens client management system(s), databases and
spreadsheet trackers.
f. To send external referrals and other shared data and documents, including to police, GPs, social care ensuring strict adherence to information
governance security and confidentiality.
g. To liaise closely with clinical colleagues to ensure that clinics and
appointments are run well, including virtual appointments, appointment
reminders and the administration required to support such.
h. To provide clinical administration support which will include liaison with
partner services and referrers, arranging client appointments and providing pre and post clinic and appointment administration.
i. Ensure clients are logged in and out of Havens clinics on the Havens
appointment system.
j. To review, distribute and action incoming emails received within service
generic mailboxes.
k. To undertake photocopying, scanning, notes archiving.
l. To assist in maintaining the smooth running of office equipment.
m. To support monitoring and ordering of stock, including stationery and basic clinical supplies.
n. To use email and computer programmes as effective business and
communication tools.
o. To assist administrators in providing a confidential secretarial typing
service for Havens clinicians.
p. To communicate with other admin staff and the post-holder's line manager
on issues relating to administration and reception, and where appropriate
take action as directed by the management team.
q. To adhere to all Haven policies, procedures and quality standards and
generally assist in the smooth running of the Havens.
r. Action promptly and effectively statements, notes requests and court
warnings.
s. To attend, engage and prepare for own One2One supervision sessions
with line manager.
t. To undertake any other duties appropriate to the post.

King's College Hospital NHS Foundation Trust is one of the UK's largest and busiest teaching Trusts with a turnover of c£1.7 billion, 1.5 million patient contacts a year and more than 15,000 staff based across 5 main sites in South East London. The Trust provides a full range of local hospital services across its different sites, and specialist services from King's College Hospital (KCH) sites at Denmark Hill in Camberwell and at the Princess Royal University Hospital (PRUH) site in the London Borough of Bromley., King's College Hospital NHS Foundation Trust is one of the UK's largest and busiest teaching Trusts with a turnover of £1 billion, 1.5 million patient contacts a year and more than 15,000 staff based across South East London. The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of Strong Roots, Global Reach is our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we aim to take Team King's to another level.
We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.
King's is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone's contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust's carbon emissions, waste and pollution wherever possible., + Please review the documentation on our recruitment microsite, particularly the Trust's criminal records checking policy
+ All staff have a responsibility for safeguarding children and vulnerable adults and for ensuring they are aware of the specific duties relating to their role.
+ Please note that the closing date is given as a guide. On occasion, we might close a vacancy early due to a high number of applications being received. You are advised to submit your application as early as possible to avoid disappointment.
King's College Hospital NHS Foundation Trust Annual Reports and Other Corporate Publications
King's Health Partners Academic Health Science Centre Website
King's College Hospital is part of King's Health Partners Academic Health Sciences Centre (AHSC), a pioneering collaboration between King's College London, and Guy's and St Thomas', King's College Hospital and South London and Maudsley NHS Foundation Trusts.