Apprentice Receptionist

University Hospital Southampton

Detailed job description and main responsibilities

Your Responsibilities

What you’ll do

  • Provide a professional and friendly welcome to staff and visitors who are in contact with the department

  • Deal with requests for assistance from staff or visitors, either in person, on the telephone, or via email/instant messaging, in a positive and professional manner, redirecting enquiries, taking messages, and responding as appropriate

  • Check telephone and e-mail messages and liaise with the appropriate departments/individuals

  • Ensure the reception area is kept clean/tidy and to report maintenance and domestic repairs to the appropriate wards/departments on instruction from the department managers

  • Sort incoming mail and distribute

  • Receive, sign for and distribute deliveries

  • Maintain a stationery control procedure for all stock items

  • Store/scan staff records

  • Maintain absence from work records

  • Maintain the Freedom of Information spreadsheet (FOI) ensuring all returns are completed

  • Organise meeting rooms and room bookings

  • Organise 1:1 meetings, departmental meetings etc as requested by Informatics managers

  • Organise travel warrants

  • Carry out general administration duties and provide clerical assistance, as required

  • Follow the Reception departmental guidelines

  • The post holder may occasionally be asked to perform other duties consistent with grade and experience.

What we’re looking for

Note: this role is for an individual who has the drive and capability to study for the Level 3 Business Administration qualification and is only available to those who meet the criteria below and who will embark on this training when they join the department.

We are looking to appoint an upbeat individual who will maintain an efficient reception service, greeting incoming guests, visitors, and members of staff, in a friendly and confident manner, helping them with directions or any appropriate information that they need, all whilst maintaining a high level of confidentiality and a positive outlook.

For the administrative side of the role, we need someone who is organised, hard-working and is able to prioritise their own workload (with guidance from others).  The ideal individual will be able to juggle multiple activities and willing to take on new tasks.

You will be:

  • Willing to study for the Level 3 Business Administration qualification and committed to self-development

  • Capable, enthusiastic, helpful and organised

  • A good communicator who can build positive working relationships within the department and across the Trust

  • Able to work well under pressure and manage multiple tasks at the same time

To be eligible for a funded apprenticeship, you must be over the age of 16, a resident in the UK/EU for the last three years and you must not hold a level 3 qualification (or above) or an NVQ Level 2 qualification in the same pathway or subject, e.g. BTEC or GCSE.

Additional information

Interviews will be held on Tuesday, 04 April 2023

Should you have any queries, please use the contact details provided to get in touch.

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