Job summary
This is a varied and proactive role which would suit someone with great administrative and organisational skills who enjoys working on a variety of activities. The role supports the RICE team, working with our clinical specialists and wider team to support administration.
The work is varied and interesting and the successful candidate will need to be organised, flexible and reliable. We are looking for someone who possesses the ability to meet the demands of the service and is able to communicate with a wide range of stakeholders, including patients, funders and supporters.
Attention to detail is a must, as is a can-do attitude. No day will be the same and the person will need to balance and prioritise various tasks.
We are looking for a team player and a 'completer-finisher', with excellent communication skills and eye for detail.
Main duties of the job
To provide high quality, customer and supporter care and administrative support to the RICE team and our patients. To act as the first point of contact for patients and visitors contacting or visiting RICE and to represent the organisation professionally and efficiently in person and through written and digital communications.
You will need to demonstrate a track record of strong interpersonal skills and generating communications such as letters, forms and flyers. The role requires skills in using MS Office and a CRM database as well as various IT packages for minutes, presentations and data gathering.
About us
RICE - The Research Institute for theCare of Older People leads and collaborates on essential research and service deliveryto improvethe health and find effective treatment for those impacted by dementia andother related conditions.
RICE is a cutting edge research and treatment centre locatedin Bath, working in both clinical trial and academic research. We are an independent charity focused onessential research and provide support for people with dementia and otherconditions of older age, their families and carers; dedicated to improving thequality of life of everyone involved.
Our contracted NHS Memory Clinic service and post diagnosisactivities also provide support to patients, families and carers.
RICE is undergoing a major rebrand and will soon be known asReMind UK, you may see both names used in relation to this role and our wideractivities during our phased transition.
Job description
Job responsibilities
1. General duties
1. Undertake a variety of administrative dutiesto assist in the smooth running of the RICE Centre including the provision ofsecretarial and administrative support to clinical staff and other members ofthe RICE Team.
2. Offer exceptional customer and supporter carethrough delivering friendly and efficient assistance to the RICE team ensuringa positive and friendly experience for patients, families, supporters and othervisitors either in person or via email or phone.
3. Reception duties including greeting patientsand visitors to the centre, answering the phones, and emails.
4. Inputting data and producing reports fromdatabases including the patient database and the fundraising database.
5. Ensure waiting area and reception are keptclean and tidy
6. To be flexible to the needs of the Centre toensure the smooth running of the reception and Memory Clinic
7. Establish and maintain effective communicationand confidentiality of information
2. Patient records
8. To provide medical secretarial servicesincluding word processing, filing, audio typing, photocopying and thecomposition of letters. To provide a fast and accurate copy and audio typingservice to the centre, producing clinic letters and other documents.
9. Maintain systems and process to ensure thatpatient information/data is available at the right time, that they are in theright place, and that they are complete and accurate
10. Update patient information/data as requiredincluding once patients have been seen, ensuring notes are accurate and up todate.
11. Maintain accurate confidential databaserecords for all patients.
12. Annual archiving of patient records followingrelevant policies and procedures.
3. General
13. To support in theorganisation of courses we run at RICE.
14. Managing external bookingfor the meeting rooms, ensuring finance manager is aware of any invoices thatare required.
15. Setting up themeeting rooms when booked, and assisting with AV equipment as required.
Person Specification
Experience
Essential
16. Minimum of two years experience working in a customer/patient focused environment
17. Good typing and computer skills
18. Excellent administration and organisation skills
19. Experience of using Microsoft Office including word, excel and outlook
20. Knowledge and ability to use a database/CRM system
21. Polite and professional manner and ability to deal with patients who may be confused, have difficulty communicating, be angry or distressed on the telephone or face to face
22. Good time manager, with the ability to work on own initiative and to prioritise a busy and diverse workload
23. Ability to plan and manage your varied workload
24. Excellent verbal and written communications skills
25. Self-directed, confident and proactive
26. Good team player with a friendly can-do attitude, prepared to pitch in as necessary
27. Organised, calm under pressure, able to prioritise effectively and work to various deadlines
Desirable
28. Experience of working in a health and/or charity or not-for-profit setting
29. Knowledge of medical terminology
30. Audio typing experience
31. Knowledge of the healthcare system in the UK and in particular care for older people.
32. Familiarity with and commitment to health and research charities and/or previous experience of working with people with dementia and with patients in the older age group.