About us
Overgate Hospice is an independent charity with a mission to ensure that patients and those close to them live with the best possible quality of life. This is enabled by provision of the highest standard of compassionate and evidence-based specialist palliative and end of life care for adults in Calderdale who have active, progressive life limiting illness.
Salary Scale £24,785.69 per annum (pro rata)
Hours Saturday and Sunday
15 hours
8am to 4pm
Contract type Permanent
Responsible to The Head of Reception and Admin Office
Accountable to The Head of Reception and Admin Office
Our reception is covered by a Receptionist and supported by a Volunteer Receptionist Monday to Friday 8am – 7pm and 8am to 7pm Saturday and Sunday. On major events support is provided to the Receptionist by the Admin Team.
The role sits within the Administration Team working closely with administrative colleagues. Each team member has lead responsibility for certain duties but, all members of the team are trained in all roles to ensure a cohesive and efficient service and seamless cover when required for annual leave and sickness.
As the first point of contact for staff and visitors, our receptionist is expected to provide a welcoming and professional reception and telephone service to the organisation.
The Hospice has a shop located within the reception area and the receptionist holds responsibility for customer sales and use of electronic till during their shift.
All employees must adhere to the Hospice’s Standards of Behaviour Framework and Values in all aspects of their work.
This job description is not exhaustive and will be subject to periodic review. The employer and the employee share responsibility to review and amend it as appropriate.
Minimum Qualifications / Experience Required
- GCSE or equivalent in English
- A good working knowledge of Microsoft Office programmes.
- Knowledge of, or willingness to learn and operate, SystmOne and other patient databases or systems used by Overgate
- Experience of working in a public facing role and as part of a busy team
Duties and Responsibilities of the Post
· Provide reception and administrative support to the In-Patient Unit
· Communicate with all members of the multi-disciplinary team (MDT), passing on appropriate information received.
· Providing general admin support to wider teams if required.
· Check the Hospice generic mailbox and forward emails as required.
· Meet and greet patients, family and friends, donors, and other visitors to the Hospice.
· Take phone calls, book appointments for visitors and deal with enquiries politely and professionally.
· Keep the reception area tidy and uncluttered
· When parcels arrive date stamp and log and inform the appropriate department.
· Provide day to day support and handover to voluntary staff.
· Provide training to volunteers covering Reception including the use of the till and drop safe.
· To accept donations brought into the Hospice and ensure that they are recorded in accordance with Hospice procedures.
· Facilitate the sale of Overgate merchandise i.e. OH Interiors, Fundraising Merchandise and Catering.
· To liaise with Nursing staff to ensure patient information is accurate so that visiting can be booked and the process managed adhering to guidance.
· Accept and log the post, email the post report to named fundraising colleagues.
· Any other duties commensurate with grade as required by line manager.
· Maintain strict confidentiality in all matters relating to the Hospice, its business, patients, staff, and others
· Any other activity as requested by line management
This job description reflects the immediate requirements and objectives of the post. It is not an exhaustive list of duties, however, gives a general indication of work which will need to be undertaken, and which may vary in detail in the light of changing demands and priorities and may be reviewed at any time. Substantive changes will be carried out in consultation with the post holder.
Overgate General Duties and Responsibilities
All employees must maintain a safe working environment in accordance with Overgate Hospices Health and Safety policies & abide by the Health and Safety at Work Act (1974)
All employees must undertake relevant mandatory training.
All employees must comply with all Hospice policies and procedures and always maintain strict confidentiality within the guidelines of the General Data Protection Regulations.
Safeguarding Children and Adults at Risk
All Hospice staff are required to act in such a way that at all times safeguards the health and well-being of children and adults at risk. Familiarisation with and adherence to the Hospice safeguarding policies is an essential requirement of all employees as is participation in related mandatory/statutory training.
Valuing Equality, Diversity and Inclusion
All employees should perform their duties in accordance with the values and principles of valuing equality, diversity and inclusion. It is the responsibility of all employees to support the Hospice vision of promoting a positive attitude to equality, diversity and inclusion of opportunity, to promote inclusion, eliminate discrimination and disadvantage in service delivery and employment, and to manage, support or comply through the implementation of the Hospice’s Equal Opportunities Policy.
PERSON SPECIFICATION
Qualifications/Training
GCSE or equivalent in English
Trained in the use of SystmOne
Knowledge
Knowledge of the local area.
Knowledge of, or willingness to learn and operate, SystmOne and other patient databases or systems used by Overgate
Experience
Experience of working in a busy office environment
Experience of working to timescales and deadlines
Experience of representing an organisation in a professional manner
Experience of effectively prioritising own workload
Skills & Ability
Excellent interpersonal skills
Experience of using databases.
Experience of working within a fundraising team voluntary or otherwise
Computer literate and proficient in the use of Microsoft Office
Ability to communicate clearly verbally and in writing
Ability to maintain confidentiality
Ability to work effectively with minimum supervision
Ability to work in a team which includes volunteers
Personal Attributes
Ability to deal with conflicting demands and pressures
Team player who earns the trust and respect of colleagues
Positive professional approach and image
Commitment to the purpose and values of Overgate Hospice
Emotionally Resilient
Excellent attention to detail
Excellent telephone manner
Good timekeeping
Understanding of, and empathy with, Hospice environment
Job Types: Part-time, Permanent
Pay: £24,785.69 per year
Benefits:
- Company pension
- Cycle to work scheme
- Life insurance
- On-site parking
Work Location: In person
