receptionist Reigate, England
Job description
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 with responding to emails.
- 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.
To manage, organise and support training and treatment ensuring letters or emails are sent and rooms booked, where needed.
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. You must not breach these policies, whether during your employment with the Organisation, or after the end of it, whether you resign or are dismissed.
Child Protection
Everyone employed by the Organisation, regardless of the work they do has a statutory duty to safeguard and promote the welfare of children. When children and/or their carers use our services it is essential that all child protection concerns are both recognised and acted on appropriately. You have a responsibility to ensure you are familiar with and follow child protection procedures. To ensure you are equipped to carry out your duties effectively, you must also attend mandatory child protection training and updates at the competency level appropriate to the work you do.
Safeguarding Adults
Everyone employed by the Organisation, regardless of the work they do has a duty to safeguard and promote the welfare of vulnerable adults. When patients and/or their carers use our services it is essential that all protection concerns are both recognised and acted on appropriately.
Health & Safety - All employees are entitled to work in environments where risks to their health and safety are properly controlled. All staff have a duty to take care of their own health and safety and that of others who may be affected by your actions at work. Staff must co-operate with employers and co-workers to help everyone meet their legal requirements.
Staff have a duty to raise specific queries or concerns relating to health and safety in the workplace, to their line manager, health and safety representative and/or risk management.
Mandatory Training and Annual Appraisal – All employees must proactively participate in mandatory training as applicable to their role and ensure they are up to date. They should actively participate in annual appraisal with their line manage.
This job description is not a definite or exhaustive list of responsibilities but identifies the key responsibilities and tasks of the post holder. It is likely the role and requirements of it will change over time in accordance with service needs. This may necessitate updating the job description. The specific objectives of the post holder will be subject to review as part of the individual performance review process.
Job Types: Full-time, Permanent
Salary: £20,000.00-£22,383.00 per year
Benefits:
- Company pension
Schedule:
- Monday to Friday
Ability to commute/relocate:
- Reigate: reliably commute or plan to relocate before starting work (required)
Education:
- GCSE or equivalent (required)
Experience:
- Customer service: 1 year (preferred)
- Administrative experience: 1 year (preferred)
Language:
- English (required)
Licence/Certification:
- Driving Licence (preferred)
Work Location: In person
Application deadline: 07/08/2023
Reference ID: LHAPadmin2
Expected start date: 01/09/2023
