Administration Support - Receptionist

Job overview

Are you a confident, and flexible person, with excellent engagement, customer care, and communication skills, who can work as part of a creative and motivated team? If you are, we would really like to hear from you!

We are looking for an enthusiastic, self-motivated, and caring individual to join our Admin team at St James Clinic, Kings Lynn as our Admin Support - Receptionist.

This is a permanent, full time position, Monday  - Friday 0830 - 1630 hrs.

Main duties of the job

The post holder will be responsible for the smooth running of the reception at St James Clinic, Kings Lynn, supporting all patients who attend the various clinics that attend the clinics held there.

The role will include administrative support duties such as answering telephone calls, greeting patients upon their arrival, assisting patients with queries and use of NHS computer systems, including SystmOne, to check in patients and additional admin support as required. This role is required to maintain strict confidentiality and will be expected to communicate with patients and relatives with courtesy and discretion at all times.

Being able to demonstrate excellent organisational and effective communication skills is essential, along with being able to work alone as well as part of a team, using your own initiative, and working to deadlines. You will have experience of undertaking a range of administrative duties and have excellent customer care skills. You will need to be able to evidence a good solid background working in a busy office environment and will be required to work proactively. Experience of working in the NHS is preferential. Knowledge of SystmOne would be advantageous, but training will be provided for the successful candidate.

Detailed job description and main responsibilities

Main Duties & Responsibilities

To carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties which will include:

• Dealing appropriately with all telephone enquiries as well as face to face patient contact, which may include investigating and problem solving as well as regularly dealing with matters of a complex and/or distressing nature.
• Using a range of software programmes to produce, maintain and distribute documents, including adhoc and routine reports, spreadsheets, and databases, which may include medical terminology and clinic information.
• Photocopying, laminating, scanning and emailing documentation promptly and efficiently, generating and distributing letters, tasking clinicians, ensuring that all patient records are maintained and kept up-to-date. This includes the assembling of patient information packs to be handed out to patients.
• Receiving, sorting and distributing mail daily, ensuring that outgoing mail is sent in a timely manner.
• Researching appropriate websites, downloading and circulating documents as requested.
• Issuing and activating door fobs
• Actively updating the patient information in and around the reception area including the usage of Easy Read signs. Please refer to the job description and person specification for the full list of responsibilities.