Overview
We are seeking a highly organised and professional Receptionist/Administrative Assistant to join our team. This role is pivotal in ensuring the smooth operation of our clinic, providing essential support to both staff and clients. The ideal candidate will possess excellent communication skills, a strong attention to detail, and the ability to manage multiple tasks efficiently in a fast-paced environment.
The role is part time across 2 or 3 days per week. The exact hours and working days will be agreed with the successful candidate.
Responsibilities
- Greet visitors and clients with a warm and professional demeanour, ensuring a positive first impression.
- Manage incoming phone calls, demonstrating excellent phone etiquette while directing calls appropriately.
- Perform clerical duties including data entry, filing, and maintaining organised records.
- Utilise Outlook and patient clinical systems for document creation, scheduling, and communication.
- Arranging appointments for patients and keeping the appointment system up to date.
- Reminding patients of appointment dates and times.
- Managing and updating clinic letters.
- Making refreshments for patients and staff.
- Ensuring the patient electronic medical record is up to date including documentation from referring clinicians, insurance companies etc.
- Checking on medical staff throughout the day and helping with any administrative tasks they require.
- Taking payments from patients and issuing receipts.
- Maintain Patient and Business confidentiality at all times.
- Adhere to Health and Safety regulations and Practice Policies.
- Handling incoming and outgoing correspondence.
- Ensure the waiting room is kept clean and tidy at all times, particularly between visits from cleaning staff.
- Scanning of documents onto the medical system.
- Cover for other Reception team members will be required for sickness and annual leave
- Ensuring building security at the end of the day, internal lights are off and the alarm activated.
- To carry out any other duties to ensure the smooth running of the practice.
Experience
- Proven experience in an administrative or clerical role is preferred.
- Proficiency in using office software.
- Strong organisational skills with the ability to prioritise tasks effectively.
- Excellent written and verbal communication skills.
- Familiarity with data entry processes and attention to detail is essential.
- A proactive attitude towards problem-solving and the ability to work independently as well as part of a team.
Equality and Diversity
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
- Acting in a way that recognises the importance of people’s rights, interpreting them in a way that is consistent with clinic procedures and policies, and current legislation
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
- Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/professional development:
- Participate in any training programme implemented by Lakeland Vision
- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
If you are looking for an opportunity to contribute to a dynamic team while further developing your administrative skills, we encourage you to apply for this position.
Job Type: Part-time
Pay: £14.56 per hour
Benefits:
- Company events
- Company pension
- Free parking
Experience:
- Phone etiquette: 1 year (required)
- Data entry: 1 year (required)
- Organisational skills: 1 year (required)
- Administrative: 1 year (required)
Work Location: In person
