receptionist Exeter, England
Job description
Main duties include:
- Reception duties (not limited to greeting visitors in reception, managing waiting times, keeping the public areas neat and tidy and taking payments)
- Room bookings
- Telephone calls
- Use of electronic systems
- Producing letters and reports
- Maintaining databases
- Respond to enquiries in the admin e-mail inbox
- Processing of incoming and outgoing correspondence
- Distribute questionnaires to clients and other professionals
- Score questionnaires and complete screener
- Print out and compile feedback packs
- Scanning and photocopying
- Ensure workflow is managed efficiently and effectively
- Monitor and order stationery and office/clinical supplies
- General administrative tasks
- Flexible working cover when other members of the team are absent, the clinic is open 8am-8pm
Job Responsibilities
Communication and Working Relationship Skills
Ensure that high standards of customer service are provided by communicating effectively and appropriately with service users, colleagues, managers and a range of professionals from within and outside of the organisation. Carry out reception duties effectively including answering the telephone, taking accurate messages, greeting visitors, responding to queries. Maintain effective working relationships with colleagues within the organisation. Maintain the quality of own work and support direct reports and colleagues to do the same.
Analytical and Judgmental Skills
The post holder is required to use their personal judgement to escalate or refer issues to colleagues/managers within the guidelines provided by their line manager. Deal effectively with routine situations without further escalation (within the guidelines provided).
Planning and Organisational Skills
Organise own day to day tasks and responsibilities and prioritise appropriately. Notify line manager of any identified gaps in service provision (e.g. reception cover). Organise meetings or other events as requested by line manager.
Responsibility for Patient/Client Care, Treatment and Therapy
Provide non-clinical information (within the Organisation’s guidelines) to service users, colleagues and other professionals. Responsibility for policy and service development. Contribute to service development by making suggestions and expressing views about how systems and processes can be improved, and with the agreement of the Business Manager, put these into effect. Report suggestions made by service users and visitors to line manager. Participate in service development projects/initiatives as requested by line manager.
Responsibility for Finance, Equipment and Other Resources
Monitor and order stationery and office/clinical supplies (expenditure to be authorised by line manager or Business Manager). Carry out duties in relation to the administration of petty cash on site in line with the Organisation’s policies and procedures.
Responsibility for Human Resources, e.g. Supervision, Training, HR Advice and Management
Attend statutory and mandatory training as required. Maintain a high standard of personal development. Participate and contribute to supervision sessions with line manager. Attend and contribute to team meetings. Support new and existing colleagues as directed by line manager. Responsibility for information resources, administrative duties and accurate data inputting onto IT systems and databases. This will include scanning and attaching documents, creating patient records, updating personal information relating to service users, generating standard letters and discharging cases. Ensure paper and/or electronic systems and kept up to date and accurate. Typing for practitioners, including audio typing if required. Maintenance of filing systems including keeping filing accurate, up to date, archiving and adhering to file retention policies. Photocopying and scanning. Processing incoming and outgoing correspondence. Operate and maintain a range of statutory, regulatory and corporate business processes and systems as required.
Responsibility for Research and Development
Participate in audits relating to service area or own work as directed by line manager. Support feedback from service users by complying with the organisation’s requirements. Contribute to the improvement of quality in own service area by reporting and resolving issues and making suggestions for improvement to the Business Manager.
Freedom to Act
Adhere to the organisations policies and procedures. Carry out duties within the guidelines provided by line manager. Prioritise own workload on a day-to-day basis. Deal with routine matters within the guidelines provided by line manager and escalate non routine issues to colleagues/managers as appropriate.
Any Other Specific Tasks Required
Act in ways which support and promote equality, and value diversity in own work. Challenge bias, prejudice and intolerance if appropriate. The post holder is required to work flexibly and provide cover for other business support colleagues as required to ensure that service priorities and workloads are maintained. The post holder is required to undertake any additional duties as delegated by their line manager or Business Manager.
Person Specification
Essential
Desirable
Knowledge
- Computer literate
- Good working knowledge of Microsoft Office packages including Outlook, Word, Excel
- Willing to undertake training relevant to the post
Knowledge
- Substantial clerical, administrative or reception experience
Qualifications
- Good general education e.g. GCSEs or equivalent
Qualifications
- Relevant administrative or IT qualifications to NVQ Level 2 or equivalent experience
Experience
- Clerical, administrative or reception experience (minimum 3 months)
- Working with the general public
Experience
- Clerical, administrative or reception experience (minimum 1 year)
- Experience within a customer’s care, healthcare, education or social care setting
Skills and Abilities
- Excellent administrative skills
- Strong organisational skills
- Strong IT skills
- Communication skills to liaise with children, young people, families and a wide range of healthcare and education professionals
- Good planning, organisational and communication skills.
- Ability to meet deadlines
- Ability to communicate clearly with a wide variety of colleagues and services users, both verbally and in writing
- Ability to work as part of a team
- Responsive attitude to delegation of tasks
- Reliable and flexible
- Demonstrates a diplomatic caring attitude
- Punctual, cheerful, reliable and dependable
- Effective time management
- Understanding of confidentiality
- Ability to work with discretion, sensitivity and maintain confidentiality
- Ability to prioritise and manage workload within a busy environment
- Able to contribute to the changing demands of the service
Skills and Abilities
- Ability to network and build relationships
- Ability to be discreet
- High levels of integrity
- Ability to maintain a positive working environment
- Ability to work under pressure
Other
- Smart appearance
- Polite and confident
- Demonstrates a positive commitment to upholding EPIC Solutions’ quality and diversity policies
- Interested / enthusiastic about working with EPIC Solutions
Other
- Sensitive and empathetic
- UK driving licence due to the location
Our fantastic offer
- Competitive salary
- Full induction and training
- Ongoing training and development opportunities
- If you are eligible, we will automatically enrol you into our Pension Scheme. National Employment Savings Trust (NEST). Our contribution to the Pension Scheme shall be 3% of the qualifying earnings
- 30 days’ holiday pro rata per year at your normal basic pay. You are also entitled to the usual public holidays in addition to this entitlement
- Part of a vibrant and good energy atmosphere
- Staff social events
Important Information
- We reserve the right to close this vacancy early if we receive a high volume of applications. Please apply promptly.
- Please read the job description and tailor your application to reflect the role.
- If you have not received an invitation to interview within 28 days of the closing date, please assume that your application has been unsuccessful on this occasion.
- It is your responsibility to assist us in the timely receipt of appropriate references.
Job Types: Full-time, Permanent
Salary: £22,816.00-£24,336.00 per year
Benefits:
- Casual dress
- Company pension
- Free parking
- On-site parking
Schedule:
- Day shift
- Monday to Friday
Work Location: In person
Application deadline: 23/06/2023
