NICU Receptionist

An exciting opportunity has arisen for a self-motivated, enthusiastic individual to join our Reception team on the Neonatal Intensive Care Unit.

The post will involve working on a busy reception desk. Responsibilities will include admitting and discharging babies, helping parents / visitors, and supporting clinical staff in the day to day running of the Unit. A major part of this role will be welcoming visitors to the department.

We are looking for an individual with excellent communication skills, both face to face and on the telephone. Computer skills and knowledge of using excel spreadsheets are also required. The ability to deal with varied administrative duties and changing priorities is essential.

This post is part time Monday to Sunday (including Bank Holidays), and requires flexibility to ensure the Reception area is covered between the hours of 07:30 to 20:00 to accommodate the needs of the service, and must also be able to be flexible with working days to provide cover for colleagues.

Main duties of the job

• To provide high quality and comprehensive reception, administrative support and telephone service for the neonatology service, and act as first point of contact for parents, families, visitors, and staff. 
• Assist in maintaining a level of security commensurate within a neonatal intensive care unit. 
• Assist in the provision of a clean, tidy, and smooth-running environment for patients and their families/ carers. 
• Develop organisational skills through planning a workload and prioritising needs.
• Contribute to a learning environment. 
• Support trained staff/ward manager.

Detailed job description and main responsibilities

• To communicate appropriately with all parents/ carers, visitors, and staff. This may include adults with special needs, culture and language differences and/or challenging behaviour.
• Provide an efficient reception service
• Provide a comprehensive telephone enquiry service for the clinical area. This will include receiving telephone calls from families who require regular updates on their babies admitted to the unit, applying the relevant security checks
• To use initiative, judgement and decision-making skills in situations that arise on the unit daily and report any issues that may affect patient care and/or the service.
• Admit and discharge patients on the computerised hospital system, ensuring accurate patient details are recorded.
• Retrieve and return medical notes and x-rays as required.
• Organise medical notes files following the correct protocol.
• Assist in the provision of the required paperwork and medical notes for planned and/or emergency admissions.
• Book outpatient and other appointments, or investigations for patients as required.
• Sort and distribute incoming and outgoing mail for the unit.
• Refill the supplies of stationery for the reception area as required.
• Order, receive, store and distribute clerical supplies according to requirements.
• Establish formal and informal lines of communication with parents, carers, visitors, and staff.
• Liaise with other members of the clinical and reception team as required.
• Take full responsibility for developing own practice and training needs.
• Attend team meetings and appraisal/performance reviews.
• Plan own workload and prioritise need.
• Take on other such reasonable duties as appropriate, as directed by the Nurse in Charge of the unit or Line Manager.
• Adhere to Safeguarding procedures
• Contribute to the provision of a learning environment for staff undergoing training.
• Participate in clinical audit and research projects as required by the multi-disciplinary team.
• Be aware of cost implications and make effective use of resources.
• Ensure that all issues of clinical governance are acted upon as per Trust policy.
• Directly support the nurse in charge/ ward manager.
• Keep up to date with all relevant policies/procedures and local guidelines ensuring that high standards are maintained.
• Ensure effective communication and handover processes are in place with reception colleagues
• Update the daily spreadsheet for admissions and discharges

Person specification

Education/Training/Qualifications

Essential criteria

• Numeracy and Literacy Level 1 or equivalent
• Evidence of full-time education achievements
• IT skills; Microsoft Word, Excel, Outlook, data input
• Ability and willingness to undertake appropriate training

Work Experience

Essential criteria

• Be able to work as a member of a team
• Experience of time management skills and prioritising work

Desirable criteria

• Receptionist experience
• Experience of working in a health or social care setting

Knowledge/Skills/Abilities

Essential criteria

• Good communication skills both written and verbal
• Able to complete appropriate documentation accurately
• Demonstrate an awareness of healthcare work and policies and procedures

Personal Qualities/Special Circumstances

Essential criteria

• Able to demonstrate calm, caring manner/attitude
• Enthusiasm and commitment to working within health care setting
• Able to meet the physical and educational demands of the role