Overview
Location: On site / Weybridge, UK
Job type: Casual / Full or part-time
Sector and subsector: Medical & Healthcare | Administration
Salary: Negotiable salary
Please note: This is a Bank position, 0 hours contract to cover sickness and annual leave of our permanent staff.
Role Purpose
This position plays a critical role in a front of house setting ensuring a customer focused approach, supporting and maintaining processes and systems to support the reception and administrative function. The role holder will participate in the day-to-day reception/administrative functions, delivering the service in a friendly, keen, professional manner. You will demonstrate proficient communication in English, in a diverse multi-cultural environment. You will be a proactive lead who will contribute to the success of the business objectives in a high-quality setting.
Responsibilities
* Admin Management: Oversee the daily operations of reception to ensure smooth running of services.
* Review diaries daily and ensure clinicians are aware of any available slots with a view to fill the gaps.
* Manage scheduling for clinicians and admin staff to optimize productivity and patient flow.
* Maintain a safe, clean, and organized working environment in line with health and safety standards.
* Ensure the practice has the necessary medical supplies, equipment, and IT systems in place for efficient functioning.
* Ensure the admin team provides a high-quality patient experience by maintaining excellent service standards.
* Advocate for and demonstrate high standards of customer care and create a positive and proactive approach to customer service.
Compliance and Regulations
* Ensure the administrative staff comply with all relevant healthcare regulations, including CQC (Care Quality Commission) standards, if applicable.
* Ensure patient data is managed in compliance with GDPR and other applicable data protection laws.
* Ensure administrative staff follow appropriate procedures to ensure a safe working environment.
* Assist in regulatory audits.
Strategic Planning and Development
* Work with the Centre Manager to develop and implement strategic plans, focusing on growth and sustainability.
* Identify opportunities to expand services, improve efficiency, and enhance the quality of care.
* Regularly review and report on performance, identifying areas for improvement.
* Maintain and develop relationships at all levels within the team, with colleagues and referrers.
* Staff would need to be available to work Saturdays (minimum once per month) and be on call on Sundays (once a month) and available to work if we open longer in the future.
Person Specification
Qualifications & Education
* Good standard of general education, including English language proficiency suitable for a front-of-house, patient-facing role
Experience
* Previous experience working in a reception, administrative, or front-of-house role
* Experience providing high-quality customer service in a professional environment
* Experience managing diaries, scheduling, or coordinating appointments
* Experience working in a fast-paced environment with competing priorities
* Experience supporting or supervising administrative processes or teams
* Excellent verbal and written communication skills, with the ability to communicate confidently in a multicultural environment
* Strong organisational and time-management skills with attention to detail
* Ability to manage and prioritise workloads to ensure smooth day-to-day operations
* Proactive, solution-focused approach with the ability to identify and resolve issues
* High level of customer care skills with a patient-centred mindset
* Competent IT skills, including use of administrative systems, scheduling software, and Microsoft Office
* Ability to maintain confidentiality and handle sensitive information appropriately
Knowledge
* Understanding of data protection principles and confidentiality (GDPR)
* Awareness of health and safety requirements in a workplace environment
* Understanding of safeguarding responsibilities and professional boundaries
Personal Attributes
* Professional, friendly, and approachable manner
* Reliable, flexible, and able to work independently as well as part of a team
* Demonstrates initiative and leadership qualities
* Committed to maintaining high standards and continuous improvement
Experience
* Experience working in a healthcare, clinical, or regulated environment
* Experience managing or supervising administrative staff
* Experience supporting recruitment, onboarding, or staff training
* Experience assisting with audits, inspections, or compliance reviews
Knowledge
* Knowledge of CQC standards and healthcare regulatory requirements
* Familiarity with clinical or healthcare IT systems
* Understanding of healthcare operations, patient pathways, or medical services
Additional Skills
* Ability to build and maintain effective working relationships with clinicians, managers, and external referrers
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