Blenheim House Limited

Job Description

JOB TITLE: Receptionist/Medical Secretary

REPORTING TO:

ACCOUNTABLE TO:

Key Relationships: Registered Manager Heads of Departments

JOB PURPOSE:

To provide a high standard of secretarial and reception services.

Receptionist/Medical Secretary Main Duties and Responsibilities:

 Ensure an effective and efficient reception service is provided to patients, staff and visitors at all times.  Deal with all general enquiries in a professional and timely manner  Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery, ensuring the details of the caller are taken before redirecting any call. Maintaining a written record of all messages.  Maintain a daily visitor’s book ensuring that all visitors sign in and out of the premises, and ensure visitor’s pass are allocated to every visitor.  Maintain the switchboard for incoming and outgoing calls  Receive and Record deliveries including post, parcel and any other deliveries that are delivered to the main Reception.  Sorting internal and external post and distributing accordingly and ensuring that all out going post is franked and ready for the daily collection.  Ensure that an immediate response is made to all telephone enquiries maintaining a permanent presence on the reception desk  Remain polite, courteous and enthusiastic when handling telephone enquiries.  Give priority to incoming calls, except in emergency situations i.e. 999 calls  Maintain accurate records of contact telephone numbers, updating on a six- month basis and update internal telephone directory as required.  Respond quickly and appropriately to any breakdown in equipment or requests for alterations  To manage the room booking process, ensuring a full and accurate diary is maintained at all times.  Deal appropriately in both manner and action with all ad-hoc enquiries and emergencies  Responsible for managing their own workload and prioritising to meet deadlines  Where new systems are to be implemented the post holder will be expected to contribute and facilitate the implementation in a positive way including having the ability to articulate concerns and issues in a positive light  Undertake any other additional duties appropriate to the post as requested by the Management team.  Maintain a personal learning plan and evidence of training attendance.  Maintain a professional appearance, making sure workwear is always clean and ironed.  To be flexible to meets the changing needs of the service.  To type confidential medical reports and general correspondence etc, as requested.  To assist with inputting and checking data on carenotes.  To carry out general administration duties such as faxing and photocopying etc.  Maintain confidentiality in relation to all information regarding Staff, Patients and Hospital Business in accordance with the Data Protection Act 1998.  To take on other duties in the Administration Department from time to time, as agreed.

GENERAL

Policies and Procedures

All staff will familiarise themselves with Partnerships In Care Ltd (Ltd) policies, procedures and protocols relating to their service and work within the guidelines at all times.

Confidentiality

It is a condition of employment that staff will not disclose any information obtained in the course of their duties other than to those entitled to receive it.

Health and Safety

The post holder must ensure that the confidentiality of personal data remains secure and the terms of the Data Protection Act and relevant Partnerships In Care Ltd (Ltd) Health and Safety policies/codes of practice or regulations applicable to the work place. To adhere to Health and Safety and C.O.S.H.H regulations and safe working procedures of Partnerships In Care Ltd (Ltd) regarding substances, materials, protective clothing and equipment. And all others specified in the catering department and all other areas you are required to work in. This will include all rules and regulations laid down in pursuance of the Health and Safety at work act. Copies will be given on commencement.

To report to your immediate supervisor/manager any matter relating to any part of Partnerships In Care Ltd., which appears to suggest a Health and Safety hazard. To report all hazards, accidents, incidents, faulty equipment and maintenance omissions immediately to supervisor/manager

Training, education and development

All staff are required to participate in any necessary training and development, including regular appraisal and supervision

Job Design and Review This job description may be subject to change in the future. Any proposed changes will normally be discussed fully with the post holder and confirmed via the issue of an updated job description.

SPECIFICATION

Essential Desirable Qualifications: 1* Working knowledge of MS  NVQ level 2 or equivalent in Office administration 2* Good standard of spoken English 3* IT skills 4* Excellent communication skills (written and verbal)

Experience: 5* Previous reception 8* Previous experience of secure experience reception work 6* Experience of electronic 9* Experience of working in a diary management and mental health setting arranging meetings 10* Prior experience in 7* Audio Typing experience dealing with the public Knowledge & 11* Ability to  Familiar with the use of Skills communicate effectively spreadsheets and databases with individuals at all levels 12* Work on own initiative and prioritise work and also work as part of a team 13* Excellent organisational skills 14* Excellent telephone manner 15* Excellent interpersonal skills 16* Understand the responsibilities of working with confidential and sensitive information Other  Highly motivated (Please Specify)  Friendly  Professional appearance at all times Disposition  Flexible in approach to work  Willingness to undergo further training as required  Calm under pressure