Receptionist

**JOB DESCRIPTION**

**Job Title**:
**Receptionist/Administrative Assistant**

**Accountable to**:
**Directors and Management Team**

**Responsible to**:
**Salary**:
**Hours**:
**Director and Operational Manager**

**£20,000 - £22,383**

**37.5 hours a week**

**MAIN DUTIES & RESPONSIBILITIES**

The post holder will carry out designated tasks working alongside and under the supervision of the operational manager and our physiotherapy team.
- To greet and welcome visitors, clients and their families to LHAP.
- To escort visitors, clients and their families to the pool or treatment room facilities where they will be met by one of the physiotherapy team.
- To assist in collating staff timesheets and liaising with the physiotherapy team.
- To make and diarise appointments for LHAP clients.
- To liaise with the operational manager so they can raise invoices for clients and pay reports for staff.
- To answer the phone and respond to client queries.
- To relay any clinical queries to the physiotherapy team.
- To assist the operational manager in providing treatment quotes and estimates.
- To assist with the organisation for training courses
- To assist with filing, downloading files and general administrative duties.
- To assist with data collection.
- To assist in the administrative work of the teams.
- To assist with sourcing, liaising with suppliers/manufacturers, ordering, maintaining and updating equipment and supplies for the team, where required.
- To assist in ensuring a safe working environment. Including assistance in the case of an emergency - fire, pool evacuation etc

**Communication Skills**

Front desk skills. As there may often be significant barriers to understanding from the adult, child and/or carer this requires empathy and sensitivity. Clear communication is very important as are good interpersonal skills. Be able to demonstrate a high degree of tact, diplomacy and confidentiality as the first point of contact. Work within GDPR rules and guidelines.

Liaise effectively with our physiotherapy and management teams and our external clients, carers and support workers, case managers, solicitors, educational teams, and other health care professionals.

**Policy & Service Development**

Follow policies and guidelines relevant to own role, commenting when required.

**Planning & Organisation**

Organise own day-to-day tasks and activities.

Plan and organise diaries and ensure timely provision of data and information to the team.

Take responsibility for own time management, balancing and organising the timing of receptionist and administrative tasks across the company.

To organise and liaise with equipment company representatives, patients and their carers, MDT, schools, solicitors, case managers, health care professionals and feedback to the relevant member of the team.

**Financial & Physical**

To carry out personal duty of care in relation to the pool, equipment and resources.

To order supplies or raise the need for ordering of supplies with relevant member(s) of staff to maintain accurate records of equipment and supplies in stock in the clinic and pool.

To assist in the organisation of repairs and servicing of equipment and the decommissioning of old and/or damaged equipment within agreed guidelines.

**Information Management**

Assist in the completion of patient clinical records, reports and documentation

Access and use relevant IT systems as required

**Education & Research**

Undertake research of equipment and facilities and other physiotherapy and hydrotherapy services, surveys and audits relevant to the physiotherapists work and as required for them to complete their reports.

**Freedom to Act**

Work to standard operating procedures, guidelines and protocols.

Carry out tasks as delegated by LHAP team

Use initiative.

**Effort & Environment**

To communicate and contribute to the care of our clients and their families, with the ability to deal with distressing and emotional issues and unpleasant conditions as and when required

Be aware of and able to deal with untoward incidences and be able to adhere to guidelines, policies and procedures.

Concentration required to undertake role.

Tasks carried out may involve sitting for long periods of time, bending, reaching, stretching and looking at screens.

**Infection Control**

You are accountable and responsible for the prevention and control of healthcare associated infections and must comply with the standard set by the Health and Social Care Act 2008: _Code of Practice on the prevention and control of infections and related guidance (published December 2010)_.

**Information Governance**

Information Governance (IG) includes, but is not limited to, Data Protection, Code of Confidentiality, Freedom of Information, Information Security, Records Management and the Registration Authority. You have a responsibility to keep up to date with the Organisation’s IG policies and ensure they are adhered to whilst performing your duties. Y