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The Role: What you’ll do

As an Administrator and Receptionist, you will be the face and voice of Vita Health Group. Acting as an extension of the firm’s brand and core values, the purpose of this role is to welcome patients to the clinic and undertake all administrative tasks required to ensure the smooth running of our Private Physiotherapy Department and clinic.

This is a great opportunity to work with a committed team of professionals who are passionate about helping people and offering excellent service. The receptionist/administrator position is viewed as an integral role within our team.

Whilst covering the reception area, you will ensure that all reception tasks are completed daily and patients are greeted with a friendly, professional approach.

You will be responsible for taking inbound and making outbound calls, booking patient appointments and processing new referrals. You will also be required to send reports to 3rd party referrers and consultants within strict time frames. As well as general administrative tasks, including the use of Microsoft 365 and various clinic software packages.

This role requires a clear, concise communicator with the ability to use initiative to multitask and change priorities as needed.

Key Responsibilities

• Manage your own activities and ensure that these are completed in a timely manner.
• Identify and escalate any issues.
• Work closely with administrative colleagues and clinicians to resolve patient queries.
• Any other ad hoc duties to support the Reception, Customer Service and Administration function of the business.
• Welcome all visitors to the clinic and ensure that patients are appropriately briefed so as to prepare them for their appointment.

Administration specific

• Answer incoming telephone calls in a professional manner.
• Monitor and manage voicemails/emails, ensuring they are responded to in a timely manner.
• Accurately process referrals and contact patients via phone and email to book their appointments.
• Send clinical letters and reports by post and/or electronic means.

Reception specific

• Welcome all visitors to the clinic in a polite and courteous manner, and ensure all patients are appropriately briefed for their appointment.
• Manage and maintain our appointment diaries and ensure future appointments are booked correctly.
• Liaise with patients regarding the payment of their treatment. This involves processing cash and card payments.
• Update patient information and ensure adequate notes are added to patients’ records as required.
• Ensure that the reception and waiting area is always kept tidy and presentable.
• Complete daily reception tasks such as inputting new patient’s data, scanning and restocking rooms.
• Communication with clinical staff where a patient is going to be late or needs to reschedule their appointment.
• Keeping patients updated when clinical staff are running late and reschedule appointments as needed.

Please note this role is 22.5 hours per week, actual salary for these hours is £12,300.

Why Vita Health Group?

Vita Health Group celebrates life. Improving lives physically and mentally drives everything we do.

We are physical and mental health specialists with over 30 years of experience. We work in partnership with the NHS, are engaged by insurers and some of the UK’s largest corporate companies to support their workforce and provide a full range of physiotherapy services to private customers.

To achieve our mission of making people better, we recognise the importance of investing in our staff. In addition to a competitive salary, we also offer the opportunity of a flexible work life balance and a comprehensive benefits package which you can view here: https://www.vitahealthgroup.co.uk/join-us/careers/

To progress your skills and enable career development we provide Continued Professional Development opportunities including secondments, management training, a mentoring scheme and regular events and webinars across a range of clinical disciplines.

Vita Health Group is proud to be an equal opportunities employer. We are committed to Equality, Diversity & Inclusion best practice and positively encourage applications from candidates regardless of sex, race, disability, age, sexual orientation, gender identity, religion/belief, marital status, or pregnancy/maternity. To support this we have a dedicated team of EDI specialists and run a range of active in-house diversity networks.

We are actively seeking to increase the diversity of our workforce, to ensure we are representative of the communities we serve at all levels. We therefore welcome applications from candidates with a wide range of lived experience.

We are committed to equitably support the wellbeing of all employees as demonstrated by:

• Our association with the MINDFUL EMPLOYER Charter for Employers who are Positive About Mental Health.
• Our status as a Disability Confident Employer dedicated to ensuring that all candidates are treated fairly throughout the recruitment process. All disabled candidates that meet the minimum essential criteria will be invited to interview.
• Our Ethnicity Matters Scheme where all applicants for senior roles (£40,000+) from a minority ethnic group that meet the essential criteria will be invited for interview.
• Our sign up to the Armed Forces Covenant.
• Our status as a Menopause Friendly Committed employer.
• Our sign up to the Employer with Heart Charter.
• Our commitment to meet the standards outlined in the NHS Equality Delivery System (EDS). Workforce Race Equality Standard (WRES) and Workforce Disability Equality Standard (WDES).
• The provision of access to health and wellbeing services for colleagues which includes a team of trained Mental Health Advocates and an Employee Assistance Programme.
• An embedded “speaking up” culture facilitated by Freedom to Speak Up Guardians.

Should you wish to discuss any adjustment or assistance you might need in the application or interview process please contact [email protected] and we will arrange.

VHG is committed to supporting transgender individuals with dignity and recognises the potential complications that may arise when taking references. We encourage applicants to contact HR at [email protected] to discuss or amend how we manage reference requests.

Please note, all applicants must be legally entitled to accept and perform work in the UK and all positions are subject to a DBS check.

Any data which you share with us throughout the hiring process will be stored securely within the UK and is accessible only by staff who require it. Should your application be unsuccessful, your data will be securely destroyed after 6 months.

Vita Health Group reserves the right to close this job when sufficient applications have been received.