Receptionist

Job content

To provide a welcoming and professional reception to the service and to ensure both telephone and personal enquiries are dealt with in a polite, confidential and efficient manner. To provide a full and efficient clerical service to the clinical staff and admin team including dealing with incoming mail, the inputting and extraction of performance and information data and assisting with routine typing tasks. To respond to queries and incoming calls on a daily basis, which may be non-routine and can sometimes involve information of emotional and distressing circumstances, ensuring prompt attention in a professional and sensitive manner, assessing situations and seeking further information/support where required. To ensure patient and staff confidentiality is maintained at all times adhering to Trust and national policy regarding same.

To manage workload under supervision, seeking advice when required, performing routine office procedures which may at times during the secretarys absence include typing of reports, letters and other documents. The routine office procedures to include the opening and distribution of correspondence, dealing with outgoing post, photocopying, filing and faxing in accordance with current trust procedures. To have a thorough working knowledge of electronic systems including email, SHARON, Clinical systems and Datix and to update these systems in a timely and accurate manner and in accordance with Trust policy. To be the point of contact for the team in ordering and receipting of goods and services in line with Standing Financial instructions To prepare and process documentation in respect of the electronic ordering, receipting and payment of stationary and goods in accordance with Standing Financial Instructions.

To maintain healthcare records including the scanning of documentation within the area of responsibility including the compilation of records for new patients, filing, archiving and using the tracer system in accordance with the Trust Records Management Policy. To assist with the distribution and collation of information around referrals, waiting lists and other statistics to ensure optimum usage of facilities and assist the team co-ordinator in monitoring statistics thus ensuring statutory performance and contracting data is up to date. To participate in Supervision and appraisal in line with Trust policy. To ensure all work is undertaken in line with Trust and national policy.

To recognise the need for flexibility and be willing to undertake extra duties as and when required that are commensurate with the grade and responsibilities of the post including providing cover for other admin staff within the service, across the county. To participate in the provision of an extended hours service.