Receptionist - Estates & Facilities

The Receptionist/Administration is required to provide a reception service for the Estates Offices and administrative support to the Compliance and Performance Manager, Personal Assistant/Estates and Facilities Team Leader and Estates and Facilities Administrators in delivering their roles.
This will involve a range of administrative tasks, including the day-to-day operation of Reception, participation in a comprehensive administrative service plus a variety of delegated projects to ensure the smooth running of the Estates and Facilities Offices
The Receptionist/Administration will operate in a wide network of communications and must at all times exercise sensitivity and tact in ensuring the effective delivery of business requirements., + Acting as the first point of contact for visitors and providing excellent customer service at all times
+ Dealing with all visitors in a courteous and confidential manner, providing assistance as required
+ Escalating any matters to the Admin Team Leader as appropriate
+ Ensuring all external visitors are accurately signed in and out of the office
+ Notifying office staff of visitors' arrival
+ Ensuring telephone calls are answered, enquiries dealt with, callers re-directed as appropriate and accurate messages taken
+ Responsibility for the general tidiness and security of the reception area
+ Responsibility for maintaining an up-to-date contact list, To provide a comprehensive Reception Service for the Estates and Facilities Office
Acting as the first point of contact for visitors and providing excellent customer service at all times
Dealing with all visitors in a courteous and confidential manner, providing assistance as required
Escalating any matters to the Admin Team Leader as appropriate
Ensuring all external visitors are accurately signed in and out of the office
Notifying office staff of visitors' arrival
Ensuring telephone calls are answered, enquiries dealt with, callers re-directed as appropriate and accurate messages taken
Responsibility for the general tidiness and security of the reception area
Responsibility for maintaining an up-to-date contact list
To provide administrative support to the Personal Assistant/ Admin Team Leader and Estates and Facilities Administrator to the Estates and Facilities Management Team.
Responsibility for Meeting Room bookings
Responsibility for the layout, tidiness and security of the Meetings Rooms
General administration duties such as copy typing, printing, binding, scanning, filing etc.
Arrangement of internal/department level meetings, co-ordinating diaries, booking venues, setting up refreshments
Provision of administrative support for internal/department level meetings, including taking, transcribing and typing up action notes/minutes (informal/departmental level)
Provision of administrative support for specific areas of work, including collation of returns, issuing of reminders and maintenance of electronic and/or paper records as appropriate
Maintenance of office supplies, including liaison with the Stores Department
Responsibility for the reporting of faults/general repairs required within the Estates and Facilities Offices
Provision of cover for other areas/sites when required
Maintenance of filing systems in line with Trust Policies and Procedures
Maintenance of up-to-date circulation lists
Escalation of any matters, as appropriate, to the Personal Assistant/ Admin Team Leader or Estate and Facilities Administrators to the Estates and Facilities Management Team.
Thank you for considering an application to work for Mersey West Lancashire NHS Trust. You are part of an exciting and forward-thinking NHS Trust who are one of the best places to work for in England.
Given sometimes we receive a high volume of applications to work for us, please be aware, that we may close a vacancy earlier than stated should a sufficient number of applications be received from which a shortlist can be confirmed. Therefore, you are advised to apply at your earliest convenience.
The Trust may contact you during the recruitment process for your feedback on your experience. We always aim for continuous improvement in our practice.
Equality, Diversity, and Inclusion
We actively cultivate a professional environment of fairness, equality, dignity, and respect for all individuals. We welcome individuals from all backgrounds and value the unique skills, perspective and experience you bring. We are grounded in the belief that diversity enhances our collective strength, fostering innovation and excellence within our workforce. We welcome all applications irrespective of people's race, disability, gender, sexual orientation, religion/belief, age, gender identity, marriage and civil partnership, pregnancy/maternity and in particular those from under- represented groups.
As a Disability Confident Leader, we commit to offering an interview to all disabled applicants who meet the minimum criteria for the job (the essential criteria) listed in the personal specification. If you wish to apply under this Guaranteed Interview Scheme, please indicate this on the online application form.
If you are having difficulty completing an online application, or require any disability reasonable adjustments, to the application process, please contact [email protected]
We also commit to offering an interview to all armed forces veterans who meet the minimum criteria for the job (the essential criteria) listed in the personal specification. If you wish to apply under this Guaranteed Interview Scheme, please indicate this on the online application form.
The Trust operates anonymous shortlisting where no personal information about you, including your name or personal details are shared with the recruiting manager. No equality information is shared at any time during the recruitment process with the recruiting manager or other people involved in the decision-making process.
The equality monitoring information you provide is used in the following situations: to review our recruitment practices; where a job is limited to a specific person to verify their eligibility to apply; and to offer disability reasonable adjustments to the recruitment process.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Following the recent update on UK immigration policy for those on a Health and Care Visa or Skilled Worker Visa, please click here to check your eligibility before applying for this post as we may be unbale to provide sponsorship.
Disclosure and Barring Service Check
If this post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 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.
Please note if applicable, applicants will be required to pay for their DBS check. Costs are deducted from salary following appointment.
If you have not already done so, you are therefore encouraged to enrol for the DBS Update Service to which a small annual fee of £13 per year applies.
Flexible Working
We actively support flexible working patterns throughout MWL. Changes made to the NHS Terms and Conditions of Service Handbook mean that:
· All employees have the right to request flexible working from day one of employment.
· There is no limit on the number of requests they can make.
· Employees have the right to make requests, have them considered, regardless of the reason.
At Mersey and West Lancashire Teaching Hospitals NHS Trust, we will consider requests for flexible working. We would also encourage you to also discuss flexible working options at interview stage.
Working for Team MWL
Staff recognition is especially important to us; as well as performance reviews and appraisals, we recognise staff through Employee of the month. Along with supporting you to achieve your career goals we offer a generous pension scheme, unsocial hours payments (where applicable), 27 days annual leave on commencement (pro rata) and access to a range of NHS discounts. Our Staff Health and Wellbeing programme offer a variety of services.
The Trust is a non-smoking across all our sites. Failure to follow this rule could lead to disciplinary action. For more information, see the Smoke Free NHS website
The Trust will not accept applications which are found to be AI generated.
Additional Information
Before applying, we encourage you to review the Trusts Values and Behaviours which are We are KIND, We are OPEN, We are INCLUSIVE, which can be found here.
An applicant guide to help and support you with your application and what to expect during your recruitment journey can be accessed in the supporting documents.
Good luck with your application. We hope to welcome you to Team MWL very soon.

Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 9000 dedicated and skilled staff across 21 sites.
We strongly believe that the communities we serve should all have access to Five Star Patient Care.
Our services:
Acute Care
Providing emergency and maternity services at Whiston, Southport and Ormskirk hospitals, and medical and surgical specialties across all our sites.
Primary Care
Providing primary care services at Marshalls Cross Medical Centre situated in St Helens Hospital.
Community Services
Providing adult community services for St Helens and a wheelchair service in Chorley, South Ribble, and West Lancashire. Our inpatient unit at Newton Community Hospital is where patients needing acute hospital beds can continue rehabilitation, freeing up space for more unwell patients. We also provide urgent care at our Urgent Treatment Centre located in St Helens town centre.
Specialist Regional Services
We provide the Mersey Regional Burns & Plastic Surgery Unit at Whiston Hospital and the Spinal Injuries Unit at Southport Hospital to more than 4 million people across the whole of Merseyside, West Lancashire, Cheshire, Isle of Man and North Wales.
Achievements:
+ Rated Outstanding by CQC Inspection August 2018
+ Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
+ National Preceptorship Accreditation (2023) for Nursing & AHP Preceptorship Programme