Receptionist/administrator

7 months ago

Derry, United Kingdom JACE Medical Full time

**JOB DESCRIPTION**

**Job title** Receptionist/Administrator

**Location** JACE Medical Headquarters, Greysteel

**Salary **£22,500 per annum

**Reports/**
Office Manager

**Responsible To**

**JOB PURPOSE**

The role will be to act as a central point of contact for both patients and consultants, to contact patients, explain treatment, process, organise patient appointments and ensure an efficient and quality service is provided to all JACE Medical stakeholders.

The role will also include to provide an efficient and effective administration function to support the Company Directors, Marketing Department and Accounts Department.

**MAIN DUTIES AND RESPONSIBILITIES**
- Ensure an effective and efficient Reception service is provided to patients and any other visitors to the Clinic.
- Maintain the computerised appointment system and monitor the flow of patients into consulting and treatment rooms.
- Deal efficiently, precisely, and courteously with all telephone enquiries from patients and other callers strictly adhering to the importance of confidentiality.
- Receive and make telephone calls as required. Divert calls, take accurate messages, ensuring accuracy of detail and prompt appropriate delivery.
- Advise patients of relevant charges, accept payment and issue receipts for same.
- Enter patient information onto the system, as required.
- Ensure correspondence, reports, results etc are filed promptly and in the correct records, ensuring that all recent correspondence is available when a patient is seen.
- Retrieve and re-file records as required ensuring patient record management standards are adhered to.
- Ensure reception area is clean, tidy and presentable, with all necessary stationary and material available.
- To organise and maintain diaries as required to ensure that Senior Management are supported and prepared for meetings
- To arrange travel and accommodation requirements, and provide administrative support to workshops/events, as required
- Providing administrative assistance/cover to other members of the Office team, where required
- Attend and participate in team meetings as required
- Open up premises at the start of the day when first to arrive, de-active alarm and make all necessary arrangements to receive patients.
- If last to leave at the of the day, ensure the building is totally secured, internal lights are off and the alarm is activated.

**General**
- Present a professional image with regard to appearance and standards of dress
- To ensure that statutory regulations and JACE Medical policies and procedures are implemented and adhered to at all times.
- To take part in staff development programmes and annual development reviews and/or undertake further training if and when required.
- To work to the mission and values of JACE Medical and display high standards of integrity and professionalism towards patients and colleagues.
- To continually develop and update own knowledge and skills within the job role and contribute to setting own work objectives and priorities
- Possess excellent communication and interpersonal skills in order to work effectively
- Proven ability to work as a member of a team, and to use own initiative
- Ability to prioritise workload and work to tight timescales
- Co-operate fully with the implementation of JACE Medical Health and Safety arrangements, reporting any accidents/incidents/equipment defects to relevant Manager and maintaining a clean, uncluttered and safe environment for patients, members of the public and staff.
- Adhere at all times to all JACE Medical policies/procedures/Codes of Conduct
- Co-operate fully with regard to JACE Medical policies and procedures relating to infection prevention and control.
- The list of duties/responsibilities must not be considered comprehensive nor exhaustive. They are simply a summary of the main duties/responsibilities that the post holder will be required to undertake. No Job Description can cover every issue that may arise within the post at various times and the post holder is expected to carry out other duties from time to time which are broadly consistent with those in this Job Description and are within the post holder capability._

**PERSONNEL SPECIFICATION**

**Essential Criteria**:

- Minimum of 5 GCSE's (including English & Maths) or equivalent and a minimum of 2 year’s previous experience in an administrative role.
- Computer literate with sound working knowledge of MS Office package (or similar) and competent IT User

**Desirable Criteria**:

- Previous experience in a healthcare setting
- Switchboard experience

**Knowledge Skills Abilities**
- Possess excellent communication skills both verbally and written
- Ability to take ownership of workload.
- To be a team player with good interpersonal skills and a collaborative mindset
- Have ability to manage your time well and prioritisation
- Possess exceptional attention to detail
- Effective organisation skills
- A flexible approach, professional attit

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