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Job overview

Job Summary:

The post holder will be responsible for providing administrative support to staff based in multiple locations, as well as working closely with other members of the administration team to ensure an effective reception and admin service. As the first point of contact for visitors to the site/building the post holder is responsible for conveying the correct impression for the whole of the Trust.

Key duties may include greeting visitors, answering, and redirecting phone calls, processing incoming and outgoing mail, booking rooms, preparing rooms for meetings, and carrying out various admin tasks such as photocopying, scanning and archiving documents. Handling queries and maintaining data / information systems, completing typing tasks, including on occasion taking formal meeting minutes, chasing actions and outcomes.

In addition, the role may also involve ensuring safety systems are in place, acting as a Fire Marshall in cases of emergencies.

The post holder will operate sometimes without direct supervision, using independent judgement and control a defined workload.

Main duties of the job

Duties and Responsibilities:

·       Provide reception cover when necessary - Meet and greet all visitors to the site/building as the first point of contact. Maintain a log of staff and visitors entering and leaving the building.

·       To answer, redirect and take telephone messages. Dealing with enquiries as appropriate. Ensuring all messages are relayed as quickly as possible to Managers and their teams.

·       Sort and distribute incoming mail.

·       Process outgoing mail (external and internal) as appropriate including

·       franking post and preparing recorded/special delivery when required/ use of EnvoyPost print server.

·       To maintain system for the booking of rooms and ensure the room are used as efficiently as possible.

·       Ensure that meeting/clinical rooms are prepared ready for meeting/ treatment, with equipment as required.

·       Photocopy, scan, fax, email, or archive documents as required.

·       To implement staff safety systems as per policy.

·       To act as Fire Marshall, including completion of evacuation register in the event of fire or practice evacuation to ensure the safe evacuation of the building and directing fire brigade on arrival.

·       Ensure departmental inspections and health and safety risk assessments are carried out as required.

·       To report and ensure equipment and environment faults are dealt with by relevant persons.

Working for our organisation

Our Services

We provide mental health and social care services - including Adults of Working Age, Older Adults, Children and Adolescents and Specialist Learning Disabilities services. 

The Trust works in close partnership with Hertfordshire County Council and also with other NHS organisations to promote and support mental health in the community. We also provide specialist learning disability services in Norfolk and North Essex.

The Trust provides:

• Community Services including local teams for mental health.
• Acute and Rehabilitation Services including inpatient services and crisis team.
• Specialist Services such as mental health services for older people, eating disorders, and our mother and baby unit.
• Learning Disability and Forensic Services