Part-time Clinic Receptionist/ Administrator
Physio Effect Northside Clinic and Studio, Glasgow
We are looking for an enthusiastic, friendly and efficient person to join our busy Clinic Team.
Previous reception experience is desirable.
Hours of work: TBC - 08:00-14:00 Monday to Friday 25-30 hours per week
Salary: £9.50 per hour
Closing Date: Friday, June 28th at 17:00
Start Date: ASAP
See below for Job Description, Person Specification and Application Form
JOB TITLE: CLINIC RECEPTIONIST/ ADMINISTRATOR
REPORTS AND RESPONSIBLE TO: Company Owners
Job Description
JOB DESCRIPTION
The purpose of the role is to:
Offer general assistance to the clinic team and project a positive and friendly image to patients and other visitors, either in person, online or via the telephone
Receive, assist and direct patients in accessing the appropriate service or practitioner in a courteous, efficient and effective way
Undertake a variety of administrative duties to assist in the smooth running of the clinic, including the provision of secretarial and clerical support to clinical staff and other members of the team
Maintain the professional and welcoming environment at the Clinic
Duties and responsibilities:
This may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the directors/ clinic manager, dependent on current and evolving clinic workload and staffing levels:
Opening up/ locking up of premises and maintaining security in accordance with clinic protocols
Maintaining and monitoring the clinic appointments system
Processing personal, online and telephone requests for appointments
Processing and distributing incoming (and outgoing) mail and e-mail.
Taking messages and passing on information
Filing and retrieving paperwork, processing client registrations
Process payments and invoicing
Computer data entry/data allocation and collation; processing and recording information in accordance with clinic procedures
Keeping clinic clean and tidy such as vacuuming and emptying bins when full or managing clinic laundry with onsite washing machine and dryer.
Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter
Undertake any other additional duties appropriate to the post as requested by the company owners.
Confidentiality:
In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers and clinic staff. They may also have access to information relating to the clinic as a business organisation. All such information from any source is to be regarded as strictly confidential kept out of view of other patients attending the clinic and staff not related to the care of that patient.
Information relating to patients, carers, colleagues, other workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data
Health & safety:
The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the health & safety policy, this will include:
Using personal security systems within the workplace according to practice guidelines
Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
Making effective use of training to update knowledge and skills
Actively reporting health and safety hazards and infection hazards immediately when recognised
Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder’s role
Reporting potential risks identified
Demonstrate due regard for safeguarding and promoting the welfare of children.
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 practice procedures and policies, and current legislation
Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/professional development:
The post-holder will participate in any training programme implemented by the practice as part of this employment, with such training to include:
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
Help the company owners identify areas where the post-holders skillset can be best used to develop the current practices of the business and maximise efficiency within the role.
Quality:
The post-holder will strive to maintain quality within the practice, and will:
Alert other team members to issues of quality and risk
Assess own performance and take accountability for own actions, either directly or under supervision
Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance
Work effectively with individuals in other agencies to meet patients needs
Effectively manage own time, workload and resources within the agreed hours of work
Communication:
The post-holder should recognise the importance of effective communication within the team and will strive to:
Communicate effectively with other team members
Communicate effectively with patients and carers
Recognise people’s needs for alternative methods of communication and respond accordingly
Strive to build trust and rapport with colleagues and clinicians
Set realistic expectations for their own work and that they require of others
Contribution to the implementation of services:
The post-holder will:
Apply practice policies, standards and guidance
Discuss with other members of the team how the policies, standards and guidelines will affect own work
Be forthcoming in a constructive manner to identify problems and inefficiencies within the clinic that they feel need addressed or have suggestions to assist with
Participate in audit where appropriate
Person spec
Person Specification
Essential (Skills)
IT literate, with experience in using Word & Excel
Ability to understand and learn new software and administrative procedures
Experience of dealing with members of the public
Skills in multi-tasking and prioritising
Essential (Personal)
Good communicator (both verbal and written)
Open to occasionally working flexible and additional hours to suit the needs of the team if agreed with the company owners
Desirable (Skills)
Experience in busy reception environment
Relevant higher/college education
Experience of working within a team
Experience of working within a customer facing role
Experience of website management
Experience of marketing, including Social Media
Desirable (Personal)
Able to listen and empathise with the practice clients and create two way conversation and rapport while they are waiting for their appointments
Able to relate well to interviewers and exhibit personality that will fit into Practice culture
Apply
Application Form
Please complete the online form below and if you would like to also send a CV and Covering letter, please do so by emailing admin@physioeffect.co.uk