Receptionist/administrator

**Person Specification**

**Job title Receptionist**

We are looking for a professional with a friendly attitude and the ability to multitask to serve as our clinics front desk receptionist. In this position, you will greet guests entering the building and help direct them where they need to go. In addition, you’ll be responsible for answering and managing the phones.

The post holder needs to be able to demonstrate the following core competencies to a high level and use these to the full in their work. This is more important than having a great deal of direct experience of the job content, and we will be looking for evidence of all the following competencies during the selection process, if you are short-listed.

**Core Competencies**
- Customer focus
- Approachable persona
- Organisational systems and processes
- Self-motivation
- Ability to work unsupervised
- Communication
- Excellent time keeping
- Attention to detail
- Able to problem solve

**Qualifications**

**Essential Desirable**
Good standard of general education
- Demonstrates an appropriate level of literacy and

numeracy GCSE (or equivalent) in English at 5 or above
- GCSE (or equivalent) in Maths at 5 or above

Customer Service Training
- Computer literate

**Experience**

**Essential Desirable**
Practical experience of working with others
- Experience of using own initiative
- Experience of greeting guests and visitors and

making them feel welcome in a positive and friendly manner

Experience of working in a busy environment, co
- ordinating booking patients in, taking phone calls and prioritising work and situations.
Approachable with good interpersonal skills
- Experience of working within a health care setting
- A good standard of personal presentation

Ability to promote a positive image of The Wye Clinic to the customers
**Skills**

**Essential Desirable**
Ability to effectively communicate both verbally and
in writing to a wide range of people
IT skills
- Time management and the ability to work to

deadlines

Negotiation and conflict management
Problem solving skills
Interpersonal skills
- Typing skills (preferably in a medical environment)

**Behaviours**

**Essential Desirable**
Customer focused
Planning and organising
- Performing under pressure
- Adaptability

Team working

Self motivated

Flexibility
- Confidentiality

Excellent time keeping skills

**Additional job requirements**

**Essential Desirable**
Willingness to work flexibly in response to changing
organisational requirements

An interest in the private health care industry

**Statement**

Job title: Receptionist

Responsible to: Administration Manager

Responsible for: N/A

Job Purpose: To provide a high quality, professional reception and administrative service to patients, doctors, staff, colleagues, health service professionals and others. To act as the first point of contact for patients contacting The Wye Clinic and to portray the clinic in the highest possible professional basis. To ensure that enquires from patients are efficiently and courteously handled to the mutual satisfaction of the
Senior Management Team and patients.

**Main duties and responsibilities**

1. Greet patient and visitors to the clinic
2. Manage the phone calls into the clinic via the telephone switch board, ensuring calls are documented and redirected accordingly.
3. Book in, amend and cancel patient appointments in line with The Wye Clinic appointments procedures, ensuring optimum efficiency of the appointment system.
4. Ensure that patients without appointments but who need ‘urgent consultations’ are seen in a logical and non-disruptive manner. Escalate the booing shortfall to the secretarial team.

5. Response to/or redirect all patient and visitor requests accordingly.
6. Explain The Wye Clinic arrangements and formal requirements to new patients.
7. Enrole new patient on the computer system.
8. Advise patients of relevant charges for private services, accept payment, process finance requests and issue receipts.
9. Ensure correspondence, reports, results etc are filed as per the private consultants request.
10. Ensure the waiting and reception areas are kept neat and tidy
11. Undertake administration tasks as allocated on a weekly rota
12. Action start and end of day procedures
13. Ensure up-to-date maintenance of both computerised and manual filing system (i.e. patient notes)
14. Ensure all admission paperwork is ready for next day admissions
15. Specific Duty - Nil on joining
16. Work safely at all times in accordance with Legislative requirements and Clinic

Policies and Procedures

17. This job description is not exhaustive and may be adjusted periodically after review and consultation. You will also be expected to carry out any reasonable duties which may be requested from time-to-time

**Equipment, Machinery & Systems**

2. The Wye Clinic clinical system MIDEX to manage and record patient appointments, inputting patient registration data, accessing patient data as necessary