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Key duties and responsibilities

1. Provide comprehensive reception and switchboard service to all in-person and telephone callers, maintaining departmental communications and taking appropriate action, as necessary. Deal with diary bookings for clinical rooms and main hall, ensuring best use of room capacity, equipment or patient requirements.  Positively contribute to the needs of patients and making a visit to the clinic a pleasant experience.

2. Provide front of house Reception duties, managing door entry system and check patients in with clinic lists provided by services working on the day.

3.    Deal with queries arising by telephone and in person by patients, staff and other health professionals in an efficient and courteous manner, taking appropriate action and redirecting calls as necessary

4. Provide efficient administrative and secretarial support to the Clinic teams and provide dedicated support to the Special Care Dental Team by taking messages by phone or in person and dealing with routine queries, processing appointment letters, maintaining clinic diaries and lists, recording clinic attendances and activities including waiting times, record cancelled appointments, allocate follow up appointments, ensure records are available when required and incorporate new paperwork and re-file records as required, under direction of Manager and Managers Secretarial Administrator.

5.    Use the SOEL Health patient database/appointment system for the services. This will include ensuring the data is up to date and accurate.  To feed back to manager and seek advice regarding any complex issues around compliance with Trust policies and appropriate national standards.

6.    Working on various software packages assist with bookings for patient services such as Maternity, Podiatry, DES, Bladder and Bowel and Special Care Dental. Organise medical records as required.

7.    To deal with petty cash and credit card payments/cheque/cash income from Special Care Dental patients which involves Bank transactions.

8. Deal with incoming/outgoing post and distribute to the various departments. Ensure that all blood samples and specimens go with the courier on time.

9. Responsible for maintaining office and electronic filing systems.

10. Deal with any maintenance issues on site and report to the maintenance department.

11. Carry out weekly Fire and Fire warden checks. Daily Fridge readings.

12. Produce and Circulate Community Estates and Facilities Departments weekly Cleaning Schedules and Flushing Record Logs and distribute to 7 sites

13. Monitoring and ordering of supplies for the Housekeeping Team and stock and supplies for Special Care Dental on site, placing orders for authorisation on Supply Chain and reporting discrepancies to Manager or Managers Secretarial Administrator. 

14. Undertake a range of general administration duties e.g. photocopying/filing/sending routine emails, arranging meetings, provide an efficient administrative support regarding various projects as required e.g. data collection.

15. Manage the Signing In system for contractors and maintenance visitors on site.

16.  To work within, maintain and support the Trust’s infection control policies and practices, helping the Trust to meet its Infection Control Targets.

17.  To carry out all duties in a professional manner, adhering to the policies and procedures of the Trust and conforming with current legislation concerning Health and Safety at work.

18. To undertake and successfully complete any relevant training and study as required by the Manager or Managers Secretarial Administrator.

19. Report any Incidents or Accidents to the Manager or Managers Secretarial Administrator.

20.  Monitor reporting any issues to the external space at the clinic, walk the boundaries daily.

21. Assist with other Trust related administration duties relevant to the post, as assigned by Manager or the Managers Secretarial Administrator.