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Job Responsibilities
Communication and Working Relationship Skills
Ensure that high standards of customer service are provided by communicating effectively and appropriately with service users, colleagues, managers and a range of professionals from within and outside of the organisation. Carry out reception duties effectively including answering the telephone, taking accurate messages, greeting visitors, responding to queries. Maintain effective working relationships with colleagues within the organisation. Maintain the quality of own work and support direct reports and colleagues to do the same.
Analytical and Judgmental Skills
The post holder is required to use their personal judgement to escalate or refer issues to colleagues/managers within the guidelines provided by their line manager. Deal effectively with routine situations without further escalation (within the guidelines provided).
Planning and Organisational Skills
Organise own day to day tasks and responsibilities and prioritise appropriately. Notify line manager of any identified gaps in service provision (e.g. reception cover). Organise meetings or other events as requested by line manager.
Responsibility for Finance, Equipment and Other Resources
Carry out duties in relation to the administration of petty cash on site in line with the Organisation’s policies and procedures. Take card payments. Create invoices and payments on company computer system.
Responsibility for Human Resources, e.g. Supervision, Training, HR Advice and Management
Attend statutory and mandatory training as required. Maintain a high standard of personal development. Participate and contribute to supervision sessions with line manager. Attend and contribute to team meetings. Support new and existing colleagues as directed by line manager. Responsibility for information resources, administrative duties and accurate data inputting onto IT systems and databases. This will include scanning and attaching documents, creating patient records, updating personal information relating to service users, generating standard letters and discharging cases. Ensure paper and/or electronic systems and kept up to date and accurate. Maintenance of filing systems including keeping filing accurate, up to date, archiving and adhering to file retention policies. Photocopying and scanning. Processing incoming and outgoing correspondence. Operate and maintain a range of statutory, regulatory and corporate business processes and systems as required.
Freedom to Act
Adhere to the organisations policies and procedures. Carry out duties within the guidelines provided by line manager. Prioritise own workload on a day-to-day basis. Deal with routine matters within the guidelines provided by line manager and escalate non routine issues to colleagues/managers as appropriate.
Any Other Specific Tasks Required
Act in ways which support and promote equality, and value diversity in own work. Challenge bias, prejudice and intolerance if appropriate. The post holder is required to work flexibly and provide cover for other business support colleagues as required to ensure that service priorities and workloads are maintained. The post holder is required to undertake any additional duties as delegated by their line manager or Business Manager.
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