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Job description

We require an experienced receptionist (part-time) on an ongoing permanent basis for our busy Podiatry practice in St Albans High Street.

In addition to basic pay we run a generous pension scheme.

Hours of work (subject to job share with other reception staff):

mondays or tuesdays 845am - 530pm, thursdays all day, alternate saturdays 845am - 530pm (nb days are agreed with other reception staff and can be other days during the week but alternate saturdays are mandatory for this post).

please note: reception staff cover for each other for sickness and holidays so you must be flexible and available to cover for colleagues. NB: This post is not considered suitable for students as we cannot be flexible with days and hours.

The successful applicant will receive on the job training and is expected to be competent with MS Office, MS Teams, databases, emails, taking payments, billing and balancing the daily takings. Written and spoken english must be to a very high standard. Enhanced DBS checks are mandatory due to the nature of the role. Any convictions (including spent convictions) are required to be disclosed by law due to the nature of the role and the work environment.

Transferrable experience will be considered (front desk experience in other industries) but ideal candidates will have experience of reception work in the healthcare sector.

Applicants with no reception experience will not be considered for this role nor will applicants who fail to complete the online assessments.

Please see the job description below to give you a fuller flavour of the role. We look forward to receiving your application.

Job description

The aim of this job description is to outline the duties of a receptionist. This list has been prepared to aid the employee by defining what is expected from them. This list should not be considered exhaustive, other duties may be required according to the needs of the Practice. The Employer welcomes input from the employee with regard to updating and improving this job description. This job description may be changed and/or updated at any time by the Employer.

Daily duties

1. Be in good time to open up the Practice, switching the lights, all sterilisation equipment and computer equipment on ensuring the Practice is clean and tidy. At the end of the day, when on duty, turning all lights, and equipment off, backing up the computer system (where necessary) and ensuring the Practice is clean, tidy (including emptying bins, vacuuming, sweeping and mopping the floors, cleaning reception, waiting area, washroom) and stocked ready for the following day, closing doors and windows and setting the alarm and locking up.

2. Checking for and answering the telephones and taking messages on the telephone (including answerphone and BT call minder), email and messaging software and paper messages.

3. Managing the Practice appointments (including surgery, doms and external clinics), stationary and paperwork, daily invoicing and accounts (including banking of money when asked). Advising patients on appointments, footcare products, footwear, billing and receipts and researching details about purchases of foot-care and podiatry products. Chasing late payments in liaison with the accounts manager.

4. Selling products to clients and patients.

5. Liaising with suppliers, staff and patients as necessary.

6. Maintaining a high standard of order and cleanliness throughout the Practice, emptying bins, keeping the sterilisation area clean and tidy, adhering to cleaning policies/protocols. Cleaning internal glass, metal work, kitchen areas, sinks, floors etc regularly. Booking contractors to fix and maintain the building and equipment to ensure continued running of the Practice in liaison with the senior staff and the directors.

7. Restocking gloves, paper towels, paper rolls, soaps, etc in the clinical rooms, sterilisation area, toilet and elsewhere as necessary.

8. Maintaining stock control and orders so that the Practice is adequately stocked at all times. Ordering, managing and maintaining stocks, relating to necessary tea/coffee, cleaning products, toiletries, stationary, podiatry supplies etc. using delivery services where cost-effective (in liaison with the other Receptionist(s)).

9. Liaising with other staff, agencies and the Directors to ensure that clinical and reception duties are covered at all times.

10. Liaising with the senior staff/Directors to ensure the smooth running, promotion, financial control and development of the Practice as a whole.

11. Entering patient records, sales, accounts data etc. on the computer system and balancing with any paper record sheets to ensure accurate day to day administration. Keeping a daily accounting record, petty-cash book, retaining receipts and accounting for relevant expenditure within any budget that may be agreed.

12. Assisting clinical staff, when necessary, by getting dressings etc. during clinics (e.g. opening dressings during nail operations).

13. Prioritising work and completing it on time (liaison with colleagues to ensure work continuity is a vital part of our day-to-day practice administration).

14. Implementing procedures, protocols and policies within the practice (e.g. Admin procedures, accounting procedures, complaints procedures, conduct etc.)

General duties

1. Ensuring smooth day to day running of the clinics and shop.

2. Providing efficient backup to the Podiatrists through good appointment making, book keeping, product/stock ordering and sales, accounting, etc.

Ensuring a clean, tidy and safe working environment.

Promoting the development of the Practice as advised by the Directors.

Attending staff meetings as and when appropriate.

Banking daily takings as required.

Working in other clinics/offices within the Organisation, as required.

8. Ensuring separation and safe disposal of sharps, clinical and non-clinical waste. Arranging for collection of clinical waste and sharps in liaison with other administration staff.

9. Maintaining a happy working environment, through being cheerful, helpful and friendly and being part of the team.

10. Making the patients/customers feel welcome and providing excellent and efficient customer service.

11. Maintaining and ensuring the patients, practitioners and administration staffs’ safety as a priority.

12. Administering first aid in consultation with the Employer, according to the level of training received.

13. Updating the “what do I do if” manual (or other business protocols/manuals) on how things should be done within the Practice.

14. Sending out mail/reminders (paper, electronic or other) to patients/customers, future staff, current staff as required.

15. Training new reception staff, as required, in liaison with the Employers and other reception staff.

16. Attending training, either in-house or through external providers, at the employers request both in-house and externally.

17. Updating receptionists when handing over at the end of your shift, highlighting work outstanding to the relevant staff and its level of priority. Ensuring that the daily takings are checked and balance before handing over/leaving.

Dress code (mandatory)

All staff are expected to dress smartly to promote a professional positive image of the practice, with this in mind please follow these guidelines:

1. Wear uniform, if provided, with shiny black flat shoes, or if not provided wear business dress, for example: navy blue trousers/skirt/dress, blue or white blouse, navy jacket, black polished shoes. Trainers, jeans, tshirts, low cut tops, exposure of shoulders and tummy is not acceptable (many patients are orthodox religious who find exposure of shoulders, knees, tummies unacceptable for religious reasons).

2. To be presentable i.e. clean, tidy and smart to project a professional image

Health & Safety

1. To report any accidents, complaints, defects in equipment, near misses and untoward incidents following company procedure.

2. To ensure that health and safety legislation is complied with at all times, including COSHH work risk assessment and control of infection.

3. To attend all mandatory training sessions as required.

No smoking policy

Head & Short Podiatrists Ltd. Is committed to a no smoking policy and does not allow smoking in or near its premises, staff must not smell of tobacco at any time during working hours.

Equal opportunities

Head & Short Podiatrists Ltd. operates an Equal Opportunities Policy and expects staff to have a commitment to equal opportunity policies in relation to employment and service delivery.

Notes:

1. The post-holder will have access to confidential data on patients, staff and services within the company. Failure to maintain confidentiality will lead to disciplinary action which could ultimately lead to dismissal and prosecution.

2. You will be required to assess all risks to your systems, processes and environment and contribute towards the clinical and corporate governance agenda as appropriate.

3. You will be expected to produce work to a high standard and to promote quality at all times.

4. You will be expected to keep yourself updated on all matters relating to company protocols and policy. You must familiarise yourself with matters relating to health and safety management as they affect you personally and / or the company.

5. All staff will be expected to involve patients as individuals in their own care, and to ensure that patients are involved in service planning and improvement. You should be aware that there is a legal duty placed on the company to involve patients in their care.

6. You will be expected to participate in a staff appraisal scheme for yourself and staff you manage (if applicable) this may include job seekers on placement with our company.

7. If you are a member of a professional/regulatory body you will be required to abide by the relevant professional Code of Conduct.

8. Employees must be prepared to work flexibly to meet the changing needs of the organisation.

9. Where staff are employed in any role that has direct contact with patients or impacts directly on patient care, the post holder will ensure he/she attends infection control training and is fully aware of the practice’s requirements for infection control including policy and procedural guidelines. The post holder’s work will always follow the highest standards of order and must observe infection control guidelines (including strict adherence to cleaning protocols) to ensure patient safety, promoting good infection control practice in patients, carers and colleagues.

10. It is the responsibility of the post holder to be aware of and follow the legislation and guidance regarding Safeguarding Children and Adults as stated in the Companies Safeguarding Policy on the staff website. This applies to all staff regardless of which member of the family is the primary client. The post holder is responsible for ensuring they receive the appropriate level of Safeguarding training according to their role.

11. The above job description does not purport to be an exhaustive list of duties and responsibilities. The post-holder will be expected to undertake additional duties as the requirements of the post change.

12. As a company we have a policy of honesty and openness and welcome questions, suggestions and ideas. If you do not know how to perform a task please ask, it is better to ask than make a mistake!

Updated April 2023

Job Types: Part-time, Permanent

Salary: £11 per hour

COVID-19 considerations:

screens, air filtration, masks, cleaning

Work Remotely

• No

Job Type: Part-time
Part-time hours: 20 per week

Salary: £11.00 per hour

Benefits:

• Company events
• Company pension
• Employee discount
• Store discount

Schedule:

• 8 hour shift
• Weekend availability

COVID-19 considerations:
screens, masks, air filtration, triage, lateral flow testing

Work Location: In person

Application deadline: 02/05/2023
Reference ID: SA pt recep April 2023
Expected start date: 08/05/2023