Job summary Hours: Part-time role, 20 hours per week Salary: £24,147 pro rata Base: Stratford Health Care PREVIOUS APPLICANTS NOT TO APPLY Stratford Health Care has a vacancy for a part-time receptionist working as part of afull-time job share. Hours 12:30 - 16:30 Monday - Friday Processing all calls to the health centre, dealing with staff, patient and the generalpublic. You will need to have good communication skills and telephone manner, andbe able to work on your own initiative. You will need to have had previous reception experience, word processing and/orcomputer skills. For an informal chat or for more information please contact Sharon Rose on 01926495321 ex 8203 Main duties of the job The post-holder will provide an effective reception service. At all times presenting a welcoming user-friendly image. Providing confidential, accurate and efficient clerical support to all departments within the clinic. About us SWFT Clinical Services is a wholly owned subsidiary of the South Warwickshire University NHS Foundation Trust (SWFT). The company provides a number of services such as outpatient pharmacy facilities at Warwick and Stratford and Nuneaton hospitals; estates and facilities management at Stratford hospital, Acorn House and Lillington Health Hub; private patient service and consultancy services to NHS Trusts. Subject to the Company and individual's performance, an annual discretionary bonus will be awarded. There is automatic enrolment to the Company pension scheme, with the Company contributing 5%. A benefits package is available to the appointed candidate upon successful completion of the six month probationary period. This gives access to benefits such as a car lease scheme; Home & Electronics scheme; discounted leisure and travel; retail discounts and a cycle to work scheme. Where is also access to a 24/7, 365 days a year Employee Assistance Programme to support colleagues who may be facing some tough times or they need extra support with their mental well-being. Date posted 08 January 2025 Pay scheme Other Salary £24,147 a year Pro rata Contract Permanent Working pattern Part-time Reference number 203-SWFTCS116 Job locations Stratford Health Care Arden Street Stratford Upon Avon CV37 6NQ Job description Job responsibilities Meeting, greeting and providing a welcoming reception for all staff, patients and members of the general public visiting, and to ensure that at all times the reception duties are carried out to the highest standards. Responsible for processing all telephone calls to the clinic. To provide a receptionist service directing patients/clients to the appropriate area as determined by clinical/service appointments or otherwise. Dealing with direct personal queries at the reception desk. Operate the switchboard in a courteous and efficient manner respecting patient confidentiality and expressing diplomacy/sensitivity when taking messages and relaying detailed information to relevant personnel. Responsible for organising appointments and maintaining the scheduling system for the various services within your clinic. To schedule, manage, negotiate, arrange and amend appointments and clinics within established guidelines. This will include dealing with telephone and direct enquires from patients, staff, other health care professionals and visitors on a daily basis. To act on own initiative in the absence of senior staff to resolve any queries/problems, fill vacant appointments, maximise clinic capacity and use resources variably. To arrange transport for patients, liaising with the ambulance service; to record and monitor any transport problems and negotiate solutions acceptable to patients, therapies staff and the ambulance service. To distribute departmental post, prioritising anything that requires urgent attention and ensure relevant documentation is acted on promptly and appropriately. To provide non-clinical advice and information regarding appointments, processes or procedures to patients, visitors and other members of clinic staff, as required. Authorised to use the Trust IT system (Lorenzo) to view and retrieve patient information, on behalf of the various departments, as requested and to use this system to schedule, manage, negotiate, arrange and amend appointments and clinics. Responsible for dealing with both internal and Royal Mail postal systems. To be vigilant in observation of the clinic security system, taking appropriate action as required and report any such action immediately. To respond to the fire alarm and emergency calls ensuring established procedures are followed. To book meeting rooms on site. The post-holder will advise the Multiple Site Reception Manager/Senior Administrator Hotel Services as soon as is practicable of any problems or operational difficulties which affect the efficiency of the reception service. To work in other areas/clinics, subject to ability to travel. To be able to advise general enquiries, both telephone and face to face with regard to Family Planning Clinics. To be able to handle distressed/aggressive patients/clients in a sympathetic and understanding manner and to be able to resolve issues with a minimum of guidance. To be responsible for the allocation of internal keys to the building on a day-to-day basis ensuring their safe return. Reporting/logging all maintenance work/requests Be responsible for dispensing of hearing aid batteries, issuing welfare foods in exchange for tokens or cash and issuing foot files for cash, ensure adequate stocks are maintained and re-order as necessary. Organise own workload. Assist with the opening and closing of the clinic when necessary. Be responsible for the ordering of stationery for reception only, and when delivered to ensure that all goods are checked against delivery notes and stored in appropriate cupboards and all paperwork accurately filed. To carry out any other additional duties as deemed appropriate the status of this post. Communications and Working Relationships: To have good interpersonal skills and be able to communicate with staff, patients, visitors and clinic users. Job description Job responsibilities Meeting, greeting and providing a welcoming reception for all staff, patients and members of the general public visiting, and to ensure that at all times the reception duties are carried out to the highest standards. Responsible for processing all telephone calls to the clinic. To provide a receptionist service directing patients/clients to the appropriate area as determined by clinical/service appointments or otherwise. Dealing with direct personal queries at the reception desk. Operate the switchboard in a courteous and efficient manner respecting patient confidentiality and expressing diplomacy/sensitivity when taking messages and relaying detailed information to relevant personnel. Responsible for organising appointments and maintaining the scheduling system for the various services within your clinic. To schedule, manage, negotiate, arrange and amend appointments and clinics within established guidelines. This will include dealing with telephone and direct enquires from patients, staff, other health care professionals and visitors on a daily basis. To act on own initiative in the absence of senior staff to resolve any queries/problems, fill vacant appointments, maximise clinic capacity and use resources variably. To arrange transport for patients, liaising with the ambulance service; to record and monitor any transport problems and negotiate solutions acceptable to patients, therapies staff and the ambulance service. To distribute departmental post, prioritising anything that requires urgent attention and ensure relevant documentation is acted on promptly and appropriately. To provide non-clinical advice and information regarding appointments, processes or procedures to patients, visitors and other members of clinic staff, as required. Authorised to use the Trust IT system (Lorenzo) to view and retrieve patient information, on behalf of the various departments, as requested and to use this system to schedule, manage, negotiate, arrange and amend appointments and clinics. Responsible for dealing with both internal and Royal Mail postal systems. To be vigilant in observation of the clinic security system, taking appropriate action as required and report any such action immediately. To respond to the fire alarm and emergency calls ensuring established procedures are followed. To book meeting rooms on site. The post-holder will advise the Multiple Site Reception Manager/Senior Administrator Hotel Services as soon as is practicable of any problems or operational difficulties which affect the efficiency of the reception service. To work in other areas/clinics, subject to ability to travel. To be able to advise general enquiries, both telephone and face to face with regard to Family Planning Clinics. To be able to handle distressed/aggressive patients/clients in a sympathetic and understanding manner and to be able to resolve issues with a minimum of guidance. To be responsible for the allocation of internal keys to the building on a day-to-day basis ensuring their safe return. Reporting/logging all maintenance work/requests Be responsible for dispensing of hearing aid batteries, issuing welfare foods in exchange for tokens or cash and issuing foot files for cash, ensure adequate stocks are maintained and re-order as necessary. Organise own workload. Assist with the opening and closing of the clinic when necessary. Be responsible for the ordering of stationery for reception only, and when delivered to ensure that all goods are checked against delivery notes and stored in appropriate cupboards and all paperwork accurately filed. To carry out any other additional duties as deemed appropriate the status of this post. Communications and Working Relationships: To have good interpersonal skills and be able to communicate with staff, patients, visitors and clinic users. Person Specification Qualifications Essential Education to secondary school standard GCSE or equivalent in Maths and English at grade C or above Customer Care skills - NVQ level 2 or working towards Computer literate Desirable Switchboard training preferable Experience Essential Experience of reception duties Desirable Experience of switchboard Experience in Healthcare environment Skills Essential Competent IT skills Ability to comprehend and work within the Trust Policies of Data Protection, Equal Opportunities and Health and Safety Ability to cope working in a stressful environment and with emotional or aggressive patients and carers Excellent command of the English language Excellent written, verbal and nonverbal communication skills Good negotiating skills Ability to multitask Excellent telephone manner Desirable Knowledge of a computerised booking/appointment system Understanding therapy role and terminology Personal Qualities Essential Organised and able to prioritise Flexible and reliable Able to work effectively under pressure and frequently difficult/distressing circumstances Able to work on their own but also as part of a team. Calm and courteous when dealing with callers and personal request Good problem-solving skills Efficient manner in dealing with general public. Other Essential Flexible to cover annual leave and sickness Person Specification Qualifications Essential Education to secondary school standard GCSE or equivalent in Maths and English at grade C or above Customer Care skills - NVQ level 2 or working towards Computer literate Desirable Switchboard training preferable Experience Essential Experience of reception duties Desirable Experience of switchboard Experience in Healthcare environment Skills Essential Competent IT skills Ability to comprehend and work within the Trust Policies of Data Protection, Equal Opportunities and Health and Safety Ability to cope working in a stressful environment and with emotional or aggressive patients and carers Excellent command of the English language Excellent written, verbal and nonverbal communication skills Good negotiating skills Ability to multitask Excellent telephone manner Desirable Knowledge of a computerised booking/appointment system Understanding therapy role and terminology Personal Qualities Essential Organised and able to prioritise Flexible and reliable Able to work effectively under pressure and frequently difficult/distressing circumstances Able to work on their own but also as part of a team. Calm and courteous when dealing with callers and personal request Good problem-solving skills Efficient manner in dealing with general public. Other Essential Flexible to cover annual leave and sickness Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name SWFT Clinical Services Ltd Address Stratford Health Care Arden Street Stratford Upon Avon CV37 6NQ Employer's website https://swftclinicalservices.co.uk/default.aspx (Opens in a new tab)