Receptionist/administrator - Rodley, United Kingdom - William Merritt Disabled Living Centre

William Merritt Disabled Living Centre

Verified Company

Rodley, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Job purpose
To provide the day to day reception/ general administration requirements of the William Merritt Disabled Living Centre (WMC). Acting as the first point of contact for the organisation and giving our service users their first impression. To perform general administrative duties for a busy modern office.

To act as the first point of contact and provide a reception service for WMC.
To be responsible for providing a high quality, comprehensive, efficient and accurate receptionist / administrative service to the staff and Trustees of WMC.

Including the use of:
Excel spreadsheets
Database / CRM input
Word documents

To be responsible for receiving and distributing mail.
To be responsible for organising and documenting appointments and maintaining calendars for clients attending the Centre.
To support the therapists in ensuring that literature and general leaflets relating to equipment and services are in adequate supply and easily accessible in reception.
Enter data into the computerized database system.
To be responsible for updating and improving mailing lists and assist in the distribution / mailing out of information.
To maintain stationery and general office supplies as instructed.
To open and close down reception on a daily basis including maintaining reception refreshments.

Workload Management
To be accountable for own work ensuring the maintenance of high standards of professionalism.

To work flexibly to meet priorities set by line managers, taking responsibility for own workload management.

To act using own initiative within the parameters of the role.

To demonstrate flexibility in order to meet the changing needs and requirements of the service.

Communication/Documentation/Information Resources
To provide a professional, polite and courteous reception service.

Efficiently maintain electronic filing systems, including individual files for all clients.

To maintain and update the Centre's databases when instructed.

To welcome visitors and clients to the Centre, and direct them to the appropriate area. Informing the appropriate staff member of their arrival.

To handle telephone and other enquiries from members of the public, carers, suppliers and healthcare professionals in a competent and professional manner.

To answer queries and impart information in an informed and understanding manner.

To collect mail, date stamp and direct to correct member of staff. Deliver outgoing post to designated area in line with agreed deadlines.

To deal with enquiries relating to in-house training programs and training room hiring when instructed.

To maintain Training Programme records and acknowledge bookings in writing to the attendee when instructed.

To produce training course documentation packs for course attendees using agreed formats and media.

To carry out general office duties e.g. photocopying, filing.

To liaise with staff from varying disciplines.

To maintain an electronic diary of appointments and ensure that all staff are informed.

To ensure that all relevant documentation is available for appointments.

To exercise judgment in identifying the need for clients to speak to a Therapist/Assessor and make appropriate arrangements.

To participate in meetings and discussions to identify areas for improvement to service delivery across the Centre.

To maintain monthly statistics ensuring information is accurate.

To assist in the regular production of newsletters outlining recent activities and news about the Centre.

General Receptionist / Administrative Duties

To liaise with Utility providers when requested to report faults and request repairs.
To participate in internal and external development opportunities.
To undertake mandatory training and take responsibility for attending regular updates.
To identify own training needs in discussion with manager.
Any other duties reasonably requested by your line manager the General Manager or Board of Trustees.
All employees should understand that it is their personal responsibility to comply with all organizational and statutory requirements e.g. Health and Safety; Equal Treatment and Diversity; Confidentiality.