Receptionist & Workforce Coordinator

Reference

PRI94951

Location

Burston House, Rectory Road, Burston, IP22 5TU

Priory Group Division

Healthcare

Salary

£19,872 (FTE £24,840)

Hours

30

Vacancy Type

Permanent - Part Time

Job Advert Role Description

Please use the same information as previous on PRI91897, have copied from the job description on file for this role)

Receptionist Role: 
Reporting into the Head of Facilities (HoF), this role is focussed on delivering an efficient and high quality service to guests, patients, suppliers and staff. You will greet and assist all arrivals and complete necessary administration work as and when required and on an adhoc basis. You will manage the front of house area and ensure maximum professionalism at all times. 

Workforce Coordinator Role:
Reporting into the Director of Clinical Services (DoCS), this role will be managing site staffing, making sure each shift is fully staffed by internal employees, bank workers or agency staff. This role entails planning the workforce in advance and finding adhoc or short notice cover. This role includes working closely with the site management team to ensure the appropriate staffing skills mix is in place across site.

Receptionist Responsibilities
Administration: 
• Complete any administration tasks as required, such as Purchase Orders 
• Arrange patient/staff transport when required 
• Guest/contractor/supplier sign in documentation 
• Ensuring the correct visitor/security paperwork is completed 
Front of House: 
• Answering phone calls and dealing with any queries that may arise whilst also signposting the caller in the right direction to respective departments 
• Booking in visitors, families and professionals visiting the hospital 
• Redirecting and handling mail. Assist with deliveries ensuring no risk items 
• Ensuring the Reception area is maintained to a clean, tidy and professional standard 
Forensic/Secure Services: 
• Issuing and collection of keys to all staff passing through the airlock 
• Support in deliver security training to all staff and inductees 
• Undertake scenario testing on escapes, AWOL etc. 
• Assists in the searching of the grounds 
• Support the admin management of patients exiting the building
• Undertake key audits twice daily 
• Monitors CCTV 
Other ADHOC duties: 
• Any other ad-hoc duties requested by management or staff, such as: 
• Stationary orders 
• Organisation of stationary cupboards 
• Speaking to third party suppliers in regards to booking in site visits 
• Handovers to other Receptionist (if applicable) to ensure correct and up to date information is relayed and passed on at the end of your shift 
• Ensuring the correct Risk Assessments have been completed and up to date in the Reception/Front of House area 
• Ensuring the correct insurance, CQC and Ofsted (if applicable) certificate are up to date 
• Liaising with Wards if any incoming calls coming in that are patient or ward specific 
• Ensuring up to date forms and policies are being used within the Reception department 
• You will be expected to provide cover and support to the wider team and site as and when needed

Workforce Coordinator Responsibilities
• The role will be accountable for ensuring that the Priory internal rostering system is updated for all the wards in the hospital, this will include:
• Liaising with Ward Managers to ensure permanent employees are rostered a minimum of 8-12 weeks in advance including appropriate planning for holiday and training in line with the ward staffing ladders.
• Will seek to fill vacancies in the shifts with overtime and bank in the first instance
• Will be the liaison for site for temporary agencies to fill vacant shifts when all other avenues have been exhausted. 
• Supporting Ward Managers to achieve their responsibilities and accountabilities in the provision of safe and effective staffing.
• Responsible for filling short term vacancies (i.e. to cover sickness) as a priority.
• The post holder will work with Ward Managers to ensure that the roster is communicated in the most efficient way for the ward teams, including changes.
• Maintenance and promotion of app based software to publicise shifts that are vacant to both bank workers and permanent employees and encourage usage of this.
• Attend the morning ‘flash’ or site meetings to update on staffing levels, skill mix and to understand any short term issues that need to be resolved. 
• Ensure that the internal rostering system is updated daily with any changes and communicate to ward managers to review.
• Ensure that all agencies used to fill temporary shifts are part of the Priory PSL and in accordance with contractual requirements.
• Raise Purchase Orders (PO’s), in line with company timelines and processes, to ensure billing and reporting is accurate.
• Negotiate long-term locum agency bookings, where appropriate and agreed with the Hospital Director and Director of Clinical Services with the Priory PSL agencies.
Engage with all bank workers to ensure:
• High levels of engagement with the site including keeping in contact with all Bank Workers by getting their availability for work ideally 4 weeks in advance but at a minimum every fortnight.
• Maintain a list of bank workers who have either not picked up any shifts for 3 months or who have repeatedly cancelled without a good reason and carry out appropriate measures in agreement with the DoCs.
• Work with site HR to ensure that all hours are updated on the internal rostering system in line with payroll cut off periods to ensure all overtime and bank shifts are reflected correctly.
• Provide weekly reporting to the Hospital Director and Director of Clinical Services to provide assurance on staffing levels.
• Escalate any issues immediately to the Ward Managers, Directors of Clinical Services and Hospital Director in line with company policy.
• You will be expected to provide cover and support to the wider team and site as and when needed.

Knowledge / Education / Skills 
• Good standard of general education with GCSE or equivalent in maths and English.
• Competent in the use of software including Microsoft office.
• High standard of written and verbal communication skills.
• Able to be responsive to time critical situations.
• Excellent administrative skills, including notetaking.
• Strong time management and organisational skills
• Ability to challenge senior colleagues when appropriate and express when support is required 
• Strong skills in using imitative 
• To work effectively with minimal direction
• Keen eye for attention to detail
• Responds proactively and positively to a role that demanding, varied and time sensitive.
• The ability to deal with multiple issues simultaneously in a highly dynamic environment

Experience
• Ideally experience with rota management (not essential as training will be provided)
• Healthcare experience (desirable)
• Experience of working in a standalone role
• Experience of working in a fast paced, changing environment and demonstrable experience of managing own workload in this environment.

 

Closing Date

30/09/2024