Job Summary
We are seeking a friendly and organised Part-time Receptionist/Client Administrator to join our team and work along side our current part time Receptionist. This part time role (salary pro rata) offers an excellent opportunity to develop your administrative and customer service skills within a professional environment. The successful candidate will be the first point of contact for clients and visitors, providing a warm welcome while efficiently managing administrative tasks. Flexibility and a proactive attitude are essential to ensure smooth daily operations and positive client experiences. Duties and responsibilities include but are not limited to:
Reception
- Ensure all patients are signed in with appropriate identification checks completed
- Issue medical paperwork and ensure full completion
- Ensure efficient and accurate registration of patients on medical database system
- Ensure patients are seen in a timely manner
- Issue self-sponsor invoices and take payment
- Maintain and replenish stationary at reception and clinical rooms
- Provide administrative support for appointments to Administration Team
Administration Team Support
- Deal with general enquires, explain procedures and make appointments
- Answer and direct incoming calls as appropriate
- Manage all medical appointments, consultations and documentation within medical database system
- Ensure efficient and accurate registration of patients on to medical database system
- Ensure certificates are completed from appointments and issued efficiently and timely
- Send electronic questionnaires to patients ahead of an appointment and pursue any unreturned questionnaires in a systematic manner
- Participate in the triage process for remote based appointments
- Scan medical records on to the medical database system and ensure they are saved correctly
- Format typed reports from the clinical staff and issued in line with administrative procedure and patient consent
- Ensure all outcomes are delivered within agreed KPIs/SLAs
- Make bookings at approved network clinics on behalf of clients when required
- Monitor and follow up on outstanding bookings/paperwork
- Obtain purchase orders from clients
- Active case management for outstanding GP/Specialist Reports
- Carry out administrative audits as directed by the Operations Manager or Admin Supervisor
- Working alongside appropriate parties
- Ensure the smooth running of the office environment
- Ensuring adherence to company administration, HSEQ, HIS and SEQOHS procedures
- Working closely and communicating effectively with other staff to ensure clients receive a high level of service at all times and within agreed timescales
- Undertake any additional duties associated with the role as required
Qualifications
- Proven experience in an administrative or customer service role is desirable
- Strong organisational skills with the ability to prioritise tasks effectively
- Excellent communication skills, both written, verbal and listening
- Proficiency in office software such as MS Office (Word, Excel, Outlook)
- Ability to remain professional and calm under pressure
- A friendly demeanour with strong interpersonal skills
- Previous experience in a reception or administrative position will be advantageous
This role offers an engaging environment where your organisational abilities and customer service talents will be valued. We welcome applicants who are eager to contribute positively to our team while developing their professional skills.
Benefits:
- Company pension
- Free flu jabs
- Life insurance
- Sick pay
Work Location: In person
