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Service Operations Assistant
2 months ago
About the Role
We are seeking an experienced and organized Administrative Support Specialist to join our team at Alliance Psychological Services Limited. As a key member of our administrative team, you will provide efficient and accurate support to our therapists and clients.
Main Responsibilities
- Provide administrative support to our therapists, including maintaining electronic diaries, taking messages, and handling confidential information.
- Offer new patients a first appointment within target dates, send appointment letters, and provide relevant literature.
- Ensure accurate information regarding appointments is entered onto our clinical database.
- Provide a professional and customer-focused service, maintaining excellent communication with clients and colleagues.
- Handle service mail, take accurate messages, and pass them to the relevant team member or designated duty worker.
- Maintain an effective filing system.
- Perform other duties as required to facilitate the smooth and efficient running of our administrative function.
Service Support
- Assist in providing information to patients of GP practices referred to or contacting our service, responding sensitively and promptly to those accessing our service by phone.
- Assist in processing all referrals to our service, ensuring agreed target times are met.
- Liaise with therapists to ensure their availability for new patient appointments is provided on a weekly basis.
- Enter clinical and other data onto our Clinical Database in accordance with agreed procedures and guidelines.
Additional Duties
- Work as part of a team to cover the main reception desk for premises where applicable, providing a courteous and efficient reception service for people visiting our building and responding to incoming telephone calls.
- Undertake any other additional duties as requested.
Confidentiality
- In the performance of their duties, the post-holder may have access to confidential information relating to clients and their care, staff, and others. They may also have access to information relating to Alliance Psychological Services Limited as a business organization.
- Such information from any source is to be regarded as strictly confidential.
- Information relating to clients, carers, staff, other healthcare workers, or Alliance Psychological Services Limited may only be divulged to authorized persons in accordance with our policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Person Specification
Qualifications
- Essential: NVQ Level 2 or equivalent in Administrative/Business subject.
Experience
- Essential: Sound experience and understanding of database systems, excellent telephone and verbal communication skills, accuracy and attention to detail, understanding of confidentiality, and experience of working within a busy environment within agreed timescales.
Other Skills and Qualities
- Essential: High level of motivation, ability to work within a team and foster good working relationships, ability to work under pressure and alone at times, ability to handle sensitive and emotionally difficult calls, regard for others and respect for individual rights of autonomy and confidentiality, high level of organization skills, flexible and adaptable, and act in ways that support equality and promote diversity.
