Receptionist Administrator Job Description Reporting to: Scheduling Manager Date: October 2024 £24570 per annum Job Summary : The Receptionist Administrator will assist with the smooth running of the Aspire first contact, delivering an efficient and competent level of accurate call handling for support staff, clients, professionals and all members of the community. They will update systems as appropriate and follow standard operating procedures to respond to calls. The role will provide administrative support to the referral process, scheduling, and to the operations team. Key Responsibilities: To be the first point of contact for the Aspire Operations, answering all incoming calls. To log the call promptly and accurately, transferring to appropriate team member or signpost and record onto the system. To record all referral information. To manage stock controls of PPE and Stationary for the Company. To have experience of IT systems and be able to teach and support others in its use. To develop, improve and enhance systems as appropriate, to improve the service delivered to patients, carers and health care professionals. To provide support in other departments in the absence of allocated administrative support To advise and assist callers and signpost as appropriate. To be responsible for collating all relevant information in relation to client referrals. To communicate with and develop good working relationships with other external professional agencies, accessing and providing accurate information as required. For example, local GP surgeries, social work teams, District Nursing Teams, Continuing Health Care Team. To provide administrative support to the operations team. To ensure all incoming and outgoing postal communication is proficiently handled. To work as part of a team but also prioritise the work schedule and have the ability to work confidently on your own. To provide activity and other reports as required e.g. system reports. To assist in the timely provision of appropriate paperwork for payroll. To take notes in meetings as required e.g. team meetings, working groups etc. To meet and greet visitors and carers as required. To have compassion and sensitivity when communicating with distressed clients, relatives and carers. General The above is not an exhaustive list of duties and the post holder will be expected to perform different tasks as necessitated by the changing role within the organisation and the overall business objectives of the organisation that are reasonable, requested by the post holders line manager, Operations manager and in consultation with the post holder. The post holder is required to: To produce work of a high standard at all times. Maintain confidentiality - the post holder may have access to confidential data on clients and services within Aspire. Failure to maintain confidentiality may lead to disciplinary action and could ultimately lead to dismissal. Participate in annual appraisal and personal development review Keep themselves updated on all matters relating to Aspire policies. Be suitably professional in appearance at all times. Familiarise themselves with matters relating to health and safety management as they affect them personally in their work and / or Aspire, reporting any potential risks to life or property immediately in accordance with the Aspires Health & Safety Policy and procedures. They must use all equipment provided to undertake their role safely. Aspire is committed to equal opportunities and valuing diversity for all present and potential members of staff, clients, and families, irrespective of gender (including gender reassignment), marital status, sexual orientation, race, colour, creed, religion, belief, nationality, ethnic origin, age, and disability. Therefore, Aspire expects its entire staff to understand, support, and apply this policy through their working practices, which requires all individuals to be treated with respect, dignity, courtesy, fairness and consideration. Receptionist Administrator Person Specification: Qualifications and experience Essential Desirable Experience in a in a receptionist roll with high call volumes Y Good understanding of English and Maths Y Experience of using MS office - Word, Excel, Outlook Y Experience of working autonomously Y Knowledge of administrative processes Y Audio Skills Y Experience of using Systems Y Previous work in a health / social care setting Y Skills and abilities Excellent communication skills (written & verbal) Y Able to deal with a wide range of people Y High standard of keyboard and IT Skills Y Able to communicate clearly & unambiguously Y Able to cope with direct and indirect client / carer contact which at times may be distressing Y Ability to prioritise and work to deadlines Y Ability to be able to communicate internally and externally and coordinate meetings / events Y Setting up basic databases Y Personal Qualities and Attributes Team player Y Ability to use own initiative and work independently Y To have a calming influence whilst working under pressure Y Ability to manage varied workload Y Commitment to equality and valuing diversity and understanding of how this applies to own area of work Y Other requirements Ability to be flexible Y Provide cover for colleagues as directed by the line manager. 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