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Two temporary, full-time vacancies have arisen for the Receptionist/General Administrative Assistant role at the Yorkshire Ambulance Service headquarters. These have arisen due to existing taking up secondment roles, currently expected to run until the end of March 2024.The successful candidates will be joining a small reception team in a dynamic and varied role covering a range of reception and administrative duties in a friendly and supportive environment. The role requires a high degree of professionalism and a good standard of personal presentation. A polite, patient and helpful attitude in all forms of communication is essential in this role.
To provide a professional front-of-house reception service for staff and visitors alike, projecting a positive image of the Trust at all times.
Main duties include answering calls, greeting visitors, booking meeting rooms, monitoring and dealing with email enquiries from various parties, scanning on documents, varied administrative tasks such as laminating, binding, etc. and running the post room, working within the team to ensure all daily duties are completed.
The Yorkshire Ambulance Service NHS Trust is committed to Equality and Diversity, with a range of occupational health and support services available to all staff. The Trust operates a formal program of ongoing staff development, with training opportunities and offers good opportunities for career progression. Working for the Yorkshire Ambulance Service in any capacity serves to contribute to the daily, life-saving work of the Trust as a whole.
The reception of staff and visitors at YAS headquarters, ensuring their arrival and departure is properly logged and that their contacts on site are alerted to their presence as soon as possible.
Conducting or directing contractors to their work locations as necessary, allocating access passes where appropriate.
Providing a first point of contact for staff and visitors with queries, or reports of issues with the on site facilities, and ensuring these are dealt with as soon as possible.
Answering the main switchboard, which will include calls from staff and from the public, and directing their calls appropriately in a polite and helpful manner.
Handling and sorting the incoming post, as well as preparing and franking all outgoing post on a daily basis (training will be provided on franking).
Handling incoming day-to-day deliveries, logging them as they arrive, identifying and notifying the intended recipient promptly, and ensuring they sign for them when collecting from reception. Redirecting delivery drivers to other YAS/NHS sites when necessary.
Maintaining general order and tidiness in reception and the post room at all times, ensuring deliveries do not accumulate; relocating goods to the store room where necessary.
Updating and printing the staff signing in sheets for the coming week and scanning-in those from the previous week for recording purposes.
Providing ad-hoc administrative services to staff in other departments, such as laminating, binding, printing and sending out letters, mail merges etc.
Booking meeting rooms for staff at HQ, using Outlook and calendar invites to record and confirm bookings.
Maintaining a stock of basic stationery items for the use of staff on site, ordering new stock as required.
Processing incoming uniform deliveries, ensuring all items are checked against the list expected for delivery, reporting any shortages to supplies, marking them clearly ready for collection and inviting staff to collect via email.
Receiving old uniform and ensuring this is sent to supplies for destruction.
Printing and providing parking permits for staff, as well as maintaining and updating the accompanying database.
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