Job Description

Job Title:Receptionist/Administrative Assistant

Reporting to:Administration Manager

Location of Position: Tollgate Clinic

Hours:15 hrs per week

General Purpose

Attend to visitors and deal with enquiries on the phone and face to face. Supply information regarding the organisation to the general public, patients and clients. Represent Tollgate Clinic at all times in a professional, timely and courteous manner. Assist in the administration of the Clinic activities.

Main Job Tasks and Responsibilities

Reception

General

  • answer telephone, screen and direct calls
  • take and relay messages
  • provide information to callers
  • greet persons entering organisation
  • direct persons to correct destination
  • deal with queries from the public and customers
  • ensures knowledge of staff movements in and out of organization

Patients

  • Greet patients
  • Ensure patients have received and understand appropriate information for their appointment
  • Provide patients with relevant questionnaires
  • Provide refreshments where appropriate
  • Book patients into Systmone

Administration

General

  • complete activities on Daily Log Sheet
  • support the Administration manager and colleagues with general administrative and clerical support
  • receive and sort mail and deliveries
  • maintain appointment diary using Online Calendar - Google
  • ensure the administration and reception area are clean, organised and tidy
  • ensure confidentiality is maintained at all times
  • process appropriate Patient Questionnaire Results

Patient and Appointment Administration

  • process referral forms and liaise with referrers and referral teams
  • book patient appointments – telephone calls, take deposits, send relevant pre-appointment letters, scanning of documents
  • Monitor E-referrals system - ensure adequate appointments are available and that the wait time is appropriate.
  • prepare letters and documents including communication to patients and General Practitioners
  • preparation of patient information for Clinicians
  • assist with the scheduling of clinic rotas

Education and Experience

  • NVQ 2 or equivalent in a related subject
  • knowledge of administrative and clerical procedures
  • knowledge of computers and relevant software applications
  • knowledge of customer service principles and practices
  • keyboard skills

Key Competencies

  • excellent verbal and written communication skills
  • professional personal presentation
  • customer service orientation
  • information management
  • organizing and planning
  • attention to detail
  • accuracy
  • initiative
  • reliability
  • well developed interpersonal skills

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