General Site Administrator / Receptionist

Set in the leafy suburb of Edgbaston, close to Birmingham City centre, Priory Hospital Woodbourne is conveniently located for access to the West Midlands motorway network and with very good local public transport links.

Woodbourne hospital provides a diverse range of inpatient services. These include acute and psychiatric intensive care services for adults. A specialist adult Eating Disorder service and a private addictions service. Across seven wards, our multi-disciplinary teams deliver personalised treatment programmes to our patients and have established an excellent reputation for providing the highest standards of care.

The General Site Administrator/Receptionist plays a critical role in providing administrative and reception support to the Senior Management Team (SMT) and ensuring the efficient operation of the organisation's front desk and administrative functions. This role requires strong organisational and communication skills, attention to detail, and the ability to multitask effectively in a fast-paced environment.

Key Responsibilities:

1.Reception Duties:

• Greet and welcome visitors in a professional and courteous manner.

• Answer and direct phone calls to the appropriate staff members.

• Manage incoming and outgoing mail and packages.

• Maintain a clean and organized reception area.

2.Administrative Support:

• Provide administrative support to the Senior Management Team (SMT), including scheduling meetings, preparing agendas, and taking meeting minutes.

• Assist with the preparation and distribution of internal communications, memos, and reports.

• Maintain electronic and physical filing systems, ensuring that documents are organised and easily accessible.

• Coordinate travel arrangements and accommodations for SMT members as needed.

3.Office Management:

• Monitor and order office supplies, ensuring adequate stock levels at all times.

• Coordinate maintenance and repair services for office equipment and facilities.

• Assist with the onboarding process for new employees, including setting up workstations and providing necessary office supplies.

4.Data Management:

• Assist with data entry and database management tasks as needed.

• Compile and organize data for various reports and presentations.

• Ensure the confidentiality and security of sensitive information at all times.

5.Event Coordination:

• Assist with the planning and coordination of company events, meetings, and conferences.

• Arrange catering, transportation, and other logistics for events as required.

• Provide on-site support during events to ensure everything runs smoothly.

Qualifications:

• High school diploma or equivalent; additional certification in office administration or related field is a plus.

• Proven experience as a receptionist, administrative assistant, or office manager.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other office software.

• excellent communication and interpersonal skills.

• Strong organisational skills with the ability to prioritise tasks and manage time effectively.

• Attention to detail and accuracy in all aspects of work.

• Ability to maintain confidentiality and handle sensitive information with discretion.

• Flexibility to adapt to changing priorities and work well under pressure.

Working Conditions:

• This position typically operates in a professional office environment.

• Regular working hours, Monday to Friday, with occasional overtime as needed.

• May require occasional lifting of office supplies or equipment.

Note: This job description is intended to convey information essential to understanding the scope of the role and is not an exhaustive list of responsibilities, duties, and skills required. Responsibilities may evolve and change over time to meet the needs of the organisation.