Scan Assistant

2 weeks ago

Watford, United Kingdom Window to the Womb, Watford Full time

**Window to the Womb (windowtothewomb.co.uk) are specialists in diagnostic ultrasound baby scans. We are looking for a very special person to take on the role of Receptionist/Administrator at Watford clinic.**

We are looking for a dynamic, focused and proactive individual to take care of reception and admin responsibilities at our Watford Clinic based at Watford High Street (The Parade). Responsibilities include taking calls and bookings, reception work, managing social media, inventory management and taking care of other admin tasks.

Full training and guidance will be provided.

**Key responsibilities will include**:

- Managing the front of house function and providing secretarial support.
- You will solely be responsible for all paperwork filling.
- Welcoming visitors in the reception area and directing them accordingly.
- Answering incoming telephone calls, taking bookings, dealing with general enquiries and transferring callers when necessary
- Managing diary for the clinics based in different locations.
- Dealing with post and couriers
- General administration, preparing documents and letters
- Data entry
- Assist with the organisation of events
- Establish and maintain effective working relationships with co-workers, supervisors and the general public
- Arrange, book and prepare meeting rooms
- Schedule client appointments
- Dealing with deliveries and collection to and from the firm and signing for, when necessary.
- Organising posts/ couriers when required.
- Ensuring the reception area is always kept clean and tidy and represents the professionalism and high standards of the company.
- Plus, other adhoc duties as directed
- **Relationship Building **To build rapport and a strong relationship with the customer and their family ensuring that their experience is smooth, enjoyable, informative and relaxing. To support the sonographer throughout the scan process allowing them to concentrate on the technical aspects of capturing amazing images. To work in close partnership with the sonographer and a small team of staff ensuring that the customer receives the correct information in a relaxed, non-threatening and informative way.
- **Handling difficult situations **To deal with customers with compassion and sympathy as the primary objective. To ensure that the customer is ‘nursed’ through the process of communicating with the sonographer. To ensure that relevant paperwork is completed thoroughly
- **Hygiene and comfort **To clean down the key equipment at the end of each trading period and to generally ensure that the clinic is spotless at all times
- **Selling **To look for and capture upsell opportunities throughout the customers visit including additional scans, upgrades and extra merchandise sales
- **Administration **To handle basic administration tasks and to be reasonably computer literate
- **Other duties **To be prepared to take on other duties and responsibilities within the clinic as required, including reception.

**Requirements**:

- Proven work experience as a Receptionist, Front Office Representative or similar role
- Proficiency in Microsoft Office Suite
- Hands-on experience with office equipment (e.g. fax machines and printers)
- Professional, positive attitude and appearance
- Solid written and verbal communication skills
- Ability to be resourceful and proactive when issues arise
- Excellent organizational skills
- Multitasking and time-management skills, with the ability to prioritize tasks
- Customer service attitude
- High school degree
- Prior experience as a receptionist or in the related field.
- Experience with administrative and clerical procedures.
- Able to contribute positively as part of a team, assisting with various tasks as required.

**Package**
- Annual Leave
- Mon
- Sun - Must be flexible with working hours

**Experience**:

- administrative: 2 years (preferred)
- Receptionist: 2 years (preferred)

**Job Type**: Part-time

**Salary**: £10.42 per hour

Schedule:

- Monday to Friday
- Weekend availability

Work Location: In person

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