Receptionist / Administration Assistant

Job overview

Working in the Physiotherapy Department at The Coventry City Health Centre covering reception, answering the telephone and carrying out various administration duties, including printing and posting letters, dealing with the E-referral system and outpatient waiting lists.

*** Please be advised that interviews are proposed for 13 January 2025 ***

Main duties of the job

• Welcome, receive and greet all visitors to the area, providing the first point of direct contact for all service users, resolving routine enquiries and complaints professionally in accordance with local standards and procedures, and referring other queries to relevant colleagues where appropriate.
• Collate information generated by others in order to maintain computerised information systems, ensuring that data is accurately recorded and updated as required. Provide accurate data as requested by other members of the multi-disciplinary team.
• Act as the first point of contact for dealing with routine enquiries and take action as necessary liaising with others as appropriate.
• Communicate with staff, patients and/or external organisations using appropriate methods.
• Maintain both manual and electronic filing systems and databases, as required by the department and Trust policies, ensuring all documents are accurately and appropriately archived.
• Maintain an efficient and comprehensive administrative service, including photocopying, providing support to the departments and other team members as requested.

Closing Date: Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.

Detailed job description and main responsibilities

• Utilise relevant Trust IT systems, as determined by the role, ensure all relevant patient data is collected and input accurately in line with Trust guidelines. These systems may include iPM, CRRS, and other data bases.
• Collate, input and monitor department documentation and information to assist with the production of monthly reports for the department.
• Responsible for the dissemination of all relevant information to departments, external and internal users (e.g. dissemination of minutes, memos).
• Assist with training new team members in Trust operational systems and department procedures.
• Responsible for the receipt and distribution of incoming/outgoing post and action accordingly.
• Prioritise daily tasks to achieve timescales set.
• Provide appropriate cover in the absence of other members of the team.
• Continually contribute to patient and business improvement Agendas. Share ideas for potential service improvement.

For further details of the role please see the attached job description.