Receptionist - Exeter, United Kingdom - Exeter Paediatric Intergrated Care Solutions (EPIC Solutions)

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
• 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 8am8pm

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 co