Job Description

POST:

Receptionist

SALARY:

12.98 per hour

HOURS:

16 hours per week (Any 2 days per week Sunday to Saturday on a rota basis)

LOCATION:

St John's House, Newry

REPORTS TO:

Administration and Data Protection Manager

CLOSING DATE:

5pm on Thursday 26 June

Purpose:

To work as part of a small team, at reception, supporting the efficient operation of the Administration Office.

The Receptionist is the first point of contact for visitors to the Hospice, for incoming telephone calls, and for all employees, providing administrative support and managing queries.

Reception Responsibilities include:

Presenting a professional image of the Hospice to all visitors and welcoming them in an appropriate manner

Dealing sensitively and confidentially with patients, staff, visitors, donors and other service users

Manage switchboard - answering/ transferring telephone calls and messages

Assist Income Generation team with collections of materials at reception

Booking rooms for staff meetings using outlook calendar

Handling cash sales and associated tasks

Process donations

Typing and distributing weekly care services Rota

Manage visiting time for patients

Assisting with queries from employees, visitors and clients and having the ability to know when such queries need to be redirected

Notify staff members when their appointments have arrived in reception



Accepting and distributing post, franking outgoing parcels and letters

General filing , typing and archiving

Photocopying

Support Administration Manager with general office tasks

Ensure reception area is tidy, well organised and welcoming for visitors

Other receptionist duties that may occur from time to time.



This job description should not be regarded as restrictive or definitive but acts as a broad guide to the demands of the post.

Health and Safety at Work

You should note that under the Health and Safety at Work legislation you are required to take all reasonable steps while at work to ensure your own health and safety and the health and safety of those who may be affected by your acts or omissions at work. You are also required to co-operate fully with regard to the implementation of health and safety arrangements, and you should not interfere with or misuse anything provided in the interest of health, safety or welfare at work.

Report all accidents or untoward incidents immediately to your Line Manager. Be familiar with the fire drill and safety precautions relevant to your department.

Adhere to the smoking policy in operation in St. John's House.



Equal Opportunities

The Organisation operates an equal opportunities policy in accordance with the Fair Employment (NI) Acts 1976 and 1989, the Sex Discrimination (NI) Order 1976, the Disability Discrimination Act 1995 and the Race Relations (NI) Order 1997. All employees have a responsibility to be familiar with the organisational policies on equal opportunities and to help ensure a working environment in which the dignity of all fellow employees is respected.



Values & Behaviours

All staff are expected to:

Show a demonstrable commitment to Southern Area Hospice core values of Dignity, Compassion, Integrity, Innovation, Excellence and Equality

Operate with honesty and integrity at all times.

Show respect for and a sensitivity towards all those you come into contact within your working day.

Maintain the highest level of confidentiality at all times.

Actively develop yourself and others where possible

Participation in corporate or fund-raising events is encouraged to enable all employees to support their team and make a personal contribution to the success of the charity.

Essential Criteria:

1 years' experience in a receptionist post

GCSE grade C or above in Maths and English (or equivalent)

A high standard of spoken and written English

Excellent written and verbal communication skills and interpersonal skills - with the ability to demonstrate a sensitive and professional approach towards colleagues, patients, visitors and clients.

Accredited course in Microsoft word and Outlook or demonstratable experience.

High attention to detail.

Be friendly, tactful, patient, and diplomatic, with the ability to maintain confidentiality at all times.

The ability to handle incoming calls take messages and address inquiries in person, by phone and online.

Desirable Criteria:

Previous receptionist experience in a healthcare environment

NVQ Level 2 in Customer Services or equivalent