Leeds Mind Recruitment

Information Sheet

Key Terms and Conditions of Employment

Service:Connect for Health (Leeds Mind)

PostReceptionist/ Administratorsupport

Hours:Full time - 37 hours per week Monday-Friday 9 – 5

(This service is expected to be a 6 day/week service and may run between 9.00-7.00pm weekdays and Saturday mornings depending on service need.

Grade:Scale 3 point 14-17

Salary: £16, 781 - £17,772

Location:Beeston

Responsible to:Connect for Health Service Manager (directly reporting into the Data & Information officer)

Annual leave:28 days + plus 8 statutory

Funding:Please note the CfH service is currently funded until the end of September 2018

Pension:Pension based on 3% contributory pension enhanced by salary exchange

Probationary Period:All posts are subject to a six month probationary period

November 17

Job Description

Connect for Health Receptionist / Administration Support

Introduction

Leeds Mind is the lead agency in a partnership with Hamara,Touchstone, Barca-Leeds,

Better Leeds Communities and Leeds Irish Health and Homes, which has the contract to

provide theSocial Prescribing Service for Leeds South East (LSE).

This role is based in a shared office building with a central reception, so the reception aspect of this role is primarily telephone-based, although this may change if we change venue. The post holder may be expected to work some hours outside of the usual 9.00-5.00pm working week as this service is expected to be a 6 day/week service (Monday- Friday and Saturday mornings) and may run between 9.00-7.00pm depending on service need.

Main purpose of the post

  • To take and process telephone and website Social Prescribing referrals
  • To provide adminsupport to the Connect for Health team
  • To support the Data Support and Information Officer to collate all reporting data and record on database

Main Duties and Responsibilities

Reception

1.Responding to telephone calls, telephone messages and e-mails is a key element of the role

2.Dealing with and fielding enquires to/from the service appropriately

3.When needed welcome visitors, directing them as necessary and ensuring refreshments are available for them

4.Give appropriate support to the Data Support and Information officer in supporting volunteers who help run the reception service

Admin

  1. Carry out core administrative duties as required in order to support the service Data and information officer including:
  • Using appropriate computer programmes (e.g. word processing/ spreadsheets/ database etc)
  • Ensuring all paperwork is up to date and replenished
  • Maintaining office supplies and replenishing this stock when needed
  • Ensuring core documents relating to the service including promotional materials, are up to date and accessible
  • Effectively using, maintaining and developing manual and electronic office systems e.g. filing, document storage etc
  • Arranging service meetings and other meetings as requested (including booking and preparing meeting rooms, providing/arranging hospitality, taking minutes etc)
  • Manage outgoing post and postal recording data
  • Ensure the security procedures are followed e.g. signing in procedures/locking up procedures and visitors are aware of the Health and Safety procedures
  1. Ensure notice boards are maintained and developed with relevant and up-to-date information
  2. Demonstrate customer care and ensure a high quality of delivery in all aspects of your work
  3. Assist with other miscellaneous tasks that arise on an ‘ad hoc’ basis as part of supporting the Admin function within the service

Training & Development

  1. Participate in 1:1s, performance and development, including Leeds Mind compulsory training programme
  2. Take responsibility for personal learning and development where appropriate and undertake training, both mandatory and optional, to increase knowledge, skills and awareness in line with identified targets and objectives.

Organisation

  1. Attend and participate in meetings as appropriate
  2. Be involved with wider organisation activities
  3. Work within the framework of and adhere to Leeds Mind’s policies and procedures
  4. Promote the possibilities for empowerment of service users where possible
  5. Undertake any other reasonable duties as required to affect the smooth running of the service.

It is Leeds Mind’s policy to make reasonable adjustments to enable workers with disabilities to undertake the above.

Nov 17

Connect for Health (Leeds Mind) Receptionist / Administration Support

Person Specification

Essential / Desirable / Shown by
Qualifications /
  • Relevant IT qualification e.g. CLAIT, ECDL
/ Application form
Experience /
  • Providing reception / welcoming duties
  • Answering and responding to numerous diverse phone calls / enquiries
  • Responding appropriately to people who may be in emotional distress
  • Working in a busy office environment
  • Using a wide range of Microsoft office programmes (Word, Excel etc)
/
  • Working with volunteers
  • Lived experience of mental health difficulties
/ Application form and interview
Skills /
  • Communication (written and verbal)
  • IT skills (including database/spreadsheets/word processing etc)
  • Excellent administration and organisational skills
  • Excellent communication skills (written and verbal)
/ Application form and interview
Ability /
  • Plan and prioritise own work
  • Proficient in using internet and email
  • Self-motivating
  • Able to multi task
  • Able to work as part of a team as well as independently
/ Application form and interview
Knowledge and Understanding /
  • Handling of confidential information
  • Anti-discriminatory practice and promoting diversity
/ Application form and interview
Attitude and Personal Attributes /
  • Open, patient and flexible
  • Excellent telephone manner
  • Non-judgemental and able to empathise
  • Self-motivating and enthusiastic
/ Application form and interview