Receptionist / Administrator

Job description

Job responsibilities

Job description

Job Title: Reception Administrator (Part Time)

Reports to: Practice Manager

Accountable to: Director EDS

Hours of Duty: 22.5 hours per week. 8:30am - 4:00pm, Wednesday, Thursday and Friday.** Some flexibility will be required to work additional days to cover periods of sickness / holidays.

Pay rate: £24,063 (Pro Rata)

Overall responsibilities:

Will include providing efficient administrative support to the team via the telephone, letter and e-mail communications ensuring professionalism, accuracy and strict confidentiality at all times. Duties to include written and oral communication, use of word and excel, meeting minutes, dealing with telephone and email enquiries, maintaining client notes via in-house clerical system booking meetings and appointments, kitchen administration tasks including food inventory and monitoring stock rotation. Some money handling will be required.

The role includes:

• Manning main reception, answering door and directing clients as necessary.
• Dealing with telephone queries effectively and efficiently; ability to answer routine enquiries confidently, whilst passing referrals and more complex enquiries to the relevant member of senior staff or taking detailed messages and recording as necessary.
• Making telephone bookings for various appointments and meetings.
• Using Microsoft Word, Outlook and Excel, to produce template letters, correspondence, spreadsheets and other documents.
• Auditing, photocopying, printing and updating various documents (such as leaflets, booklets, assessment packs and therapy handbooks), competently using printers, laminator and binding machines to present these documents in a professional way.
• Maintaining both paper and electronic filing systems for current and archived files, visitor and staff signing in sheets, Health & Safety records and other paperwork as required.
• Maintaining and creating spreadsheets and inventories.
• Attending staff meetings and taking minutes.
• Issuing Petty Cash when requested ensuring the correct procedure is followed.
• Receiving cash payments and donations.
• Additional administration duties as required.
• Reporting faults with equipment, fixtures or fittings and dealing with Estates personnel and other maintenance staff when they attend site.
• Acting as a Fire Warden when on duty, and as Fire Marshall in the absence of the Practice Manager.
• Comply with and complete any additional training offered by the service (internal or external) as required.
• Complying with and full working knowledge of GDPR, Health & Safety, Safeguarding Adults, Disability Discrimination, Equality and all other legal and organisational policy requirements and procedures relevant to the role and the operation of the organisation.

Disclosure and Barring Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure and Barring Service (formally known as CRB) to check for any previous criminal convictions.

Essential knowledge and experience:

Essential:

• Ability to work in a polite, confidential and discreet manner, respecting clients and colleagues at all times.
• Experience of working with the general public, being sensitive and empathic and able to work under pressure.
• Ability to work as part of a team and to problem solve.
• Strong IT and administration skills, with a high level of accuracy and attention to detail.
• Microsoft Word (Basic), Microsoft Excel (Basic). Outlook (Basic).
• Minimum of 2 years experience working in an office environment.

Desirable:

• Previous medical or healthcare receptionist experience is desirable but not essential.

Benefits:

• Company pension
• NHS benefits such as discounts on shopping, food and travel.
• Competitive rates of pay.
• Free flu jabs.
• Health & wellbeing program.
• Company Sick pay.
• Specsavers eye care package.
• 6 weeks annual leave (pro rata).
• Christmas Shopping Day.

Schedule:

• Day shift
• Monday to Friday
• No weekends

Work Location: In person, The Eating Disorder Service, 140 Mount Gould Road, Plymouth PL4 7PY

Please do not apply for this post unless you fulfill the criteria for knowledge and experience for this role as listed above.Previous unsuccessful applicants need not apply.

No external agencies please.

Unsuccessful applicants will not be contacted.

Person Specification

Qualifications

Essential

• GCSE Grade A to C in English and Math's.
• Strong IT and administration skills including proficient use of Microsoft Word (Basic), Microsoft Excel (Basic). Outlook (Basic).
• Minimum of 2 years experience working in an office environment.

Desirable

• Alternative administrative qualification
• Previous medical or healthcare receptionist experience is desirable but not essential.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Eating Disorder Service Plymouth

Address

Eating Disorder Service

140 Mount Gould Road

Plymouth

PL4 7PY

Employer's website

https://www.eatingdisorderserviceplymouth.co.uk/ (Opens in a new tab)