Job summary
The post holder will be a key member of the Optimise Healthcare Group team and will deliver an effective and competent level of clerical support and consistently deliver a client-focused service which promotes good customer service and effective working relationships.
Main duties of the job
1. Dealing with routine enquiries in a pleasant and helpful manner, communicating relevant information to stakeholders, referring to others as appropriate
2. Answer telephone calls, taking messages and passing on accurately to the relevant departments/person in a professional and polite manner
3. Reception duties, including greeting patients, making appointments, sending invoices, and taking card payments
4. Responsible for regular collection, dissemination of mail
5. Take responsibility for and ownership of accurate, well presented word processing in the form of correspondence and patient letters
6. To prepare agendas and associated paperwork for the teams meetings and ensure papers are available and distributed in a timely fashion. To take minutes, update action logs and distribute them in a timely manner
7. To utilise the e-mail systems appropriately, access and download documents from the internet as and when required
8. Daily management of the emails/inboxs
9. Demonstrate an awareness of the roles and responsibilities of all other members of the teams
Ensure that general office supply levels are monitored. Preparation of the orders and receiving of goods/services in order to maintain efficient running of the service
About us
Optimise Healthcare Group are a privately run psychiatric clinic based in Warrington. We are a small team and work with a wide variety of different health professionals.
We are looking for someone who is dedicated, enthusiastic and has the ability to adapt to change and be part of our ever growing team.
Job description
Job responsibilities
JOB DESCRIPTION
JOB TITLEReceptionist/Medical secretary
LOCATIONWarrington
JOB SUMMARY
The post holder will be a key member of the Optimise Healthcare Group team and will deliver an effective and competent level of clerical support and consistently deliver a client-focused service which promotes good customer service and effective working relationships.
The job description is an outline of the tasks, responsibilities and outcomes required of the role.
The job holder will carry out any other duties as may reasonably be required by their line manager.
The job description may be reviewed on an ongoing basis in accordance with the changing needs of the Directorate and the Organisation.
You will support the Optimise Healthcare Group team across all sites from our head office in Warrington.
Key Responsibilities
10. Dealing with routine enquiries in a pleasant and helpful manner, communicating relevant information to stakeholders, referring to others as appropriate
11. Answer telephone calls, taking messages and passing on accurately to the relevant departments/person in a professional and polite manner
12. Reception duties, including greeting patients, making appointments, sending invoices, and taking card payments
13. Responsible for regular collection, dissemination of mail
14. Take responsibility for and ownership of accurate, well presented word processing in the form of correspondence and patient letters
15. To prepare agendas and associated paperwork for the teams meetings and ensure papers are available and distributed in a timely fashion. To take minutes, update action logs and distribute them in a timely manner
16. To utilise the e-mail systems appropriately, access and download documents from the internet as and when required
17. Daily management of the emails/inboxs
18. Demonstrate an awareness of the roles and responsibilities of all other members of the teams
19. Ensure that general office supply levels are monitored. Preparation of the orders and receiving of goods/services in order to maintain efficient running of the service
20. Promote the image of the Directorate, checking that notices and leaflets are up to date and well presented
21. Photocopying and word processing documents, mandatory training chase letters, general departmental letters, emails and reports when required. Post holder must have a good level of keyboard skills and able to use Microsoft Office programmes
22. Able to work on own initiative, prioritising work, within defined policies and procedures to set timescale.
23. Have a flexible/adaptable approach to their work in order to meet various deadlines
24. Responsible for organising meetings for the department as and when requested
25. Inputting into, monitoring and updating accurately into computerised systems
26. To carry out other appropriate delegated duties as and when required
27. To maintain accurate records, a comprehensive filing system and efficient information retrieval system
28. To carry out administration duties in a manner that supports Directorate targets and ensures compliance with standard operating procedures
29. To have a good understanding of Microsoft office programmes, including excel and word to support the team
30. Maintain a tidy and efficient workstation that projects the efficient image of the post and the Organisation
31. Undertake additional training as required to meet the requirements of the role
Organisational Responsibilities
32. To maintain the confidentiality of the Organisation in respect of patient and staff information obtained at all times, and use such information only as authorised for specific purposes. Report any concerns about the use of such information to the senior manager
Personal Responsibilities
33. The post-holder is responsible for taking reasonable care with regard to himself/herself as well as for any colleagues, patients or visitors who might be affected by any act or failure to act by the post-holder in accordance with the Organisations policies on Health and Safety at Work
34. To report any accident, untoward incident or loss relating to staff, patients or visitors according to Organisations policies
35. To undertake in-service training relevant to the post
36. Comply with Organisations Policies and Procedures
Area of work
37. The post holder will be required to support and help facilitate any training events or other events which are held at any site across the organisation
Staff Development, Training and Education
38. The post holder will be required to undertake mandatory training and is responsible for keeping this training up to date
39. The post holder will have an appraisal of performance each year and will be responsible for agreeing a development plan, in agreement with their manager or immediate supervisor. The development plan will be reviewed each year
40. The organisation will provide assistance and agreed development to enable the post holder to achieve their objectives and standards in line with the development plan
41. If the post holder feels he/she is not achieving their objective as agreed in the development plan they will bring it to the attention of their supervisor or manager at the earliest opportunity
Health and Safety
42. Work in accordance with Health and Safety regulations at all time
43. Report any incidents of breaches of Health and Safety and report any dangerous acts or omissions that are seen in the course of duty that compromise the Health and Safety of staff or patients using the organisations Health and Safety policy
44. Comply with audit recommendations and risk assessment recommendations to make the workplace and work practice safer
45. Assist when required to do so, in any risk assessment activity undertaken
Continuing Professional Development
The post holder will be expected to undertake ongoing personal, professional and management development in line with the responsibilities of the post.
Person Specification
Qualifications
Essential
46. GSCE English and Maths A-C
47. NVQ or administration qualification equivalent
Desirable
48. Customer service experience
49. Experience working within a healthcare setting
50. NVQ level 3
Experience
Essential
51. Minimum of 1 year working in an administrative role
Desirable
52. Experience working within a healthcare setting