- As the first point of contact in the Academy provide a professional welcome to staff and visitors
- Responsible for ordering stock and stationary for the Academy
- Responsible for the 'housekeeping' arrangements for the centre on a daily basis
- Ensure that the centre is set up for daily teaching/meeting schedule; this will include setting up rooms as required. Deal with general email, iLearn and telephone enquires at the reception desk in a timely manner and professional manner. Employ judgment to ensure that messages and actions are prioritised and brought to the attention of the appropriate Academy staff member.
- Co-ordinate and administer rooms bookings for the Academy
- Keep all training rooms and reception area tidy at all times
- Make sure that all equipment in the training rooms is maintained and ready to use
- We put quality at the heart of everything we do
- We value our relationships with others
- We deliver services we are proud of
- We make a positive difference in our communities Job description
- Provide a professional welcome to patients, carers, staff and visitors and signpost them to the relevant departments
- To ensure that patients are treated with dignity and respect and that personal information is conveyed with tact and diplomacy
- To contribute to the improvement of the patient experience
- To ensure that on arrival patients details are checked and updated where necessary on the relevant EPR system
- Ensure that patient appointments are booked appropriately according to their urgency and within clinic/speciality rules and standards
- Provide patients with letters/appointments cards as appropriate for their needs.
- To contribute to initiatives for communicating with patients who may not easily understand because of cultural or language differences, physical or mental special needs, or due to age
- To ensure that patient transport, interpreters and other support services are booked as required
- Maintain a recognised filing system for all documentation including scanned documents.
- Ensure taking and passing on of messages, including telephone messages, message books and emails, is done in a timely manner, seeking clarification if necessary
- Attend and contribute to departmental and service meetings. Action any decisions made by the team as appropriate.
- Actively seeking to network with other reception staff to share good practice.
- To cover and arrange cover for the telephone switchboard as required.
- To supervise the opening and distribution of incoming post
- To supervise in the franking/purchasing of postage stamps for outgoing mail
- To deal with deliveries of supplies.
- To ensure that the signing in and out of the building system is in place at outreach clinics or as directed by the H&S Representative
- To liaise with Estates regarding clinic repairs if required.
- To liaise with IT department as required
- To manage the room booking system.
- To assist in maintaining a clean, safe environment for children/parents/carers/staff and visitors to the clinic in accordance with fire, health and safety procedures
- Ensure all new patient referrals are triaged by the relevant clinician in a timely manner and entered onto the patient record database if appropriate
- To actively strive to anticipate and control issues which may give rise to complaints in the reception areas
- To liaise with clinical staff as necessary to ensure patient flows are managed
- Any other duties that may be required in order to facilitate the efficient running of the reception and under the direction of the Senior Receptionist or the Reception Manager Person Specification
- Good literacy and numeracy, general education
- NVQ Admin Level 3 in Administration or Equivalent
- Secretarial and administrative experience in an office environment
- Experience of working with the general public in a customer or client-facing role
- Experience of inputting to databases, spreadsheets and/or other IT Systems and business applications used in the office environment
- Experience of taking, producing and distributing notes as directed
- Understanding of the need for confidentiality
- Ability to create and structure office systems filing, stationery and equipment ordering
- Competent in the use of Microsoft Office ( Word, PowerPoint, Excel, and Outlook )
- Accurate copy typing and Excellent verbal and written skills
- Able to provide evidence of where you have demonstrated the Trust's Values and Behaviours
- Ability to use initiative Creative & innovative Ability to stay calm and focused
- Experience of working with patients and carers in a public sector environment
- Experience of working in a health care environment
- Knowledge of petty cash and stock ordering procedures
Academy Receptionist - London, United Kingdom - Central London Community Health Trust
Description
Job summary
The Academy Receptionist will work in our centre based in Soho. The Soho centre is the main base for all education and training delivery across the Trust.
The post holder will have day to day responsibility for the management of the reception area and will provide a full reception service for the CLCH Academy. They will be responsible for the smooth running of the reception in a professional manner ensuring that the reception is fully operational during published opening times.
As the first point of contact for staff and visitors to the Academy the post holder must have a professional appearance and manner with excellent interpersonal skills. As well as providing a reception service the post holder will also be expected to provide administrative support to the Academy team including data input onto IT systems, and to ensure that the centre runs smoothly. The post holder must be self-motivated, pro-active and able to work on their own initiative.
Main duties of the job
About us
The Trust has a clear strategic vision in place : to lead out-of-hospital community Healthcare. The post-holder is expected to have a good understanding of how this post contributes to the achievement of the Trust vision.
The Trust expects all staff to share the values which are important to the Trust and to behave in a way that reflects these values.
The Trust values are:
Job responsibilities
MAIN RECEPTION DUTIES AND RESPONSIBILITIES
Essential & Desirable
Essential
Desirable