Office Receptionist and Clinical Administration

3 weeks ago

Edinburgh, United Kingdom The Keil Centre Full time

**Who are we?**

The Keil Centre Limited is a privately owned consultancy providing Business Psychology, Human Factors and Clinical and Counselling Psychology services to individuals and organisations. Established in 1983, the business employs around 25 people and has an international client base. We were the first business in Scotland to be awarded Investors in People - Platinum.

**Purpose of the Role**:
**Key responsibilities**:

- Be a daily presence in the office
- Undertake daily Office-opening preparations and checks
- Answer the main phone line and re-direct queries appropriately
- Welcome clients to the office
- Answer enquiries about Therapeutic Clinical & Counselling Psychology services and book appointments
- Use the client management software (WriteUpp)
- Maintain efficient administration and record-keeping systems for the Clinical and other TKC Services
- Maintain utmost discretion and sensitivity when dealing with clients and their records
- Assist other TKC staff and consultants in a variety of ways when capacity allows

**Key Tasks**:
1. Open the office daily, arriving at 8:30am; complete office-opening procedures and checks.

3. Store, maintain and save well-ordered up-to-date client and company files; digitise written client files and save appropriately.

4. Document processes in relation to the role as and when required. Adapt to and support any changes implemented to improve the service provided to clients and TKC team.

5. Processing payments and recording appropriately for each business team.

6. Review clinical letters for grammar, accuracy and adherence to TKC branding standards. Good presentation is important, so we need someone with an eye for detail and layout.

7. Given the nature of our work, you will have access to confidential information, and maintaining confidentiality is essential.

8. Dealing with clients is a large part of this role, so it is essential that you are confident at, and enjoy, building and maintaining positive relationships. Groups you may deal with include: clients, potential clients, support staff, consultants, associates, GPs, suppliers, contractors, maintenance staff etc.

9. Some individuals you deal with may be under duress, so you will need excellent empathy, interpersonal and communication skills.

10. Schedule and coordinate client and staff meetings when required.

11. Office duties such as maintaining records, ordering office supplies and general housekeeping; opening procedures such as unlocking the office and all necessary client spaces, setting up the client accessible coffee machine, facilities checks etc.

12. Other more involved business responsibilities will be allocated to you in line with business need as well as your skills & interests.

13. The Keil Centre is a progressive business and emphasises continuous improvement in what we do. As such, you will be able to proactively develop your own skills and knowledge, producing quality work and identifying areas for improvements. Willingly take on new ways of working.

14. Willingly help colleagues and proactively ask for help in return.

**Knowledge, skills and experience**:
**Essential skills**
- Administration and reception experience
- Proficient in MS Office (particularly MS Word and Outlook)
- Comfortable with using new technology and adapting to change
- Strong interpersonal skills
- Resilience working under pressure
- Diary management experience

**Desirable**
- Experience with individuals with mental health issues
- Proficient in client management software such as WriteUpp
- Available to start immediately
- Flexibility for occasional increase in hours to cover holidays etc.

**Job Types**: Part-time, Permanent
Part-time hours: 17.5 per week

**Salary**: £23,000.00 per year

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Edinburgh, EH3 8HQ: reliably commute or plan to relocate before starting work (required)

Application question(s):

- Can you confirm you are happy to work part-time: 8:30am-12:00pm Monday-Friday, in office?
- Do you have experience working as a Medical Receptionist? If so, how many years?

Work Location: One location

Application deadline: 13/02/2023

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