Office Receptionist and Clinical Administration

2 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**:
This position is a part-time, 3x half days per week position based solely in-office. The exact times will vary depending on the office requirements and timings of the client appointments on the day. Flexibility in working times is a must.

**Hours of work**:
8:30am-12:00pm two days a week (specific days to be negotiated)

4:30pm-8:00pm one day a week (specific day to be negotiated)

**Key Specifications**:

- Be a daily presence in the office;
- Undertake daily Office-opening preparations and checks or daily office-closing procedures & checks;
- Be flexible with working hours, with weekly and monthly variations expected;
- Answer the main phone line and re-direct queries appropriately;
- Welcome all clients to the office;
- Answer enquiries about Therapeutic Clinical & Counselling Psychology services and book appointments;
- Use a practice management software programme (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 on the days you are working earlier, arriving at 8:30am; complete office-opening procedures and checks;
2. Close the office on the days you are working later; arriving at 4:30pm; complete office-closing procedures and checks;
4. Store, maintain and save well-ordered up-to-date client and company files;
5. 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;
6. Processing payments and recording appropriately for each business team; communication of payments and fees to financial controller where required;
7. 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;
8. Given the nature of our work, you will have access to confidential information, and maintaining confidentiality is essential;
9. 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.;
10. Some individuals you deal with in person and on the phone may be under duress, so you will need excellent empathy, interpersonal and communication skills;
11. Schedule and coordinate client and staff meetings when required;
12. 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.;
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;
15. Other more involved business responsibilities will be allocated to you in line with business need as well as your skills & interests.

**Knowledge, Skills & Experience -**

**Essential**:

- 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
- Flexibility for increase and/or changed time of hours when required

**Desirable**:

- Experience with individuals with mental health, or other health issues
- Proficient in practice management software (E.g. WriteUpp)
- Available to start immediately

**Job Specifications**:
**Salary**:
£23,000 (pro-rated at part time hours listed above)

**Place of work**:
18 Atholl Crescent, Edinburgh EH3 8HQ

(**No** hybrid/home working available as this position requires you to complete basic office-based duties).

**Holiday entitlement**:
Holiday and public holiday entitlements are included as part of this position.

**Health Insurance**:
Private Healthcare Insurance is offered to all staff after successfully completing the probationary period.

**Job Types**: Part-time, Permanent
Part-time hours: 10.5 per week

**Salary**: £23,000.00 per year

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