Receptionist

About this role

Job Role: As a Senior Administrative Assistant, you will be expected to assist the management team at our private hospital and healthcare facility, with a variety of administrative processes. Key Qualities: Excellent interpersonal skills. Strong organisational skills; ability to work to deadlines Computer literate with good working knowledge of all MS Office (Word, Excel & Outlook) Excellent communication skills (written & verbal) Ability to multi-task Problem solver, with the ability to think outside the box Experience in a similar role is essential Experience in sensitive data management, complaints & incidents handling Responsibilities: Administrative support of managers and individual employees where necessary. Assist with incident / complaint investigations and drafting of reports / responses Log / upload information to CRM systems CRM system administration Drafting of letters Subject access request / medical records administration Financial / invoice administration Petty cash administration and reconciliation Assist with banking Vet CVs for management review Assist with audits / data collection Assist with administrative team rotas Arrange meetings by scheduling appropriate meeting times, booking rooms, managing diaries. Liaise with staff, consultants and clinicians in a professional, competent and knowledgeable manner whilst maintaining a high standard of confidentiality at all times Take, draft and distribute meeting minutes Collation and preparation of documents - for meetings, letters, letters of engagement, reports, proofing - all in line with the company's corporate image policy. Help managers organise their papers and confidential filing (eg. HR related) Any other duties deemed to be necessary for the needs of the business. Health and Safety You have a legal responsibility not to endanger yourself, your fellow employees and others by your individual acts or omissions. The post holder is required to comply with the requirements of any policy or procedure issued in respect of minimising the risk of injury or disease. Data Protection Attention is drawn to the confidential nature of the information collected within the company. The unauthorised use or disclosure of patient or other information is a dismissible offence and in the case of computerised information, could result in prosecution or action for civic damage under the Data Protection Act 1998 Risk Management The post holder should be aware of the process for reviewing systems and improving them, in order to increase patient safety and improve service provided by the company. All staff should have an awareness of the risk management processes and an understanding of risk management. His includes assessing, monitoring and managing all aspects of risk, including the planning and undertaking of any remedial action. Equality and Diversity The post holder will be expected to adhere strictly to principles of fairness and equality in carrying out the role. At all times the post holder will be required to show respect for and maintain the dignity of patients, the public and work colleagues. The company will not tolerate any form of bullying or harassment, violence or aggressions against its employees. Appraisals and Performance Management All staff will be expected to fully participate in the appraisal/ performance management process. This obligation will include the preparation for and attendance at appraisal/ performance management interviews and completion of the associated documentation Security It is the responsibility of all employees to work within the security policies and procedures of Pall Mall Medical to project the patients, staff and visitors and the property of PMM. Thus, duty applies to the specific work area of the individual and the company in general. All staff are required to wear official identification badges. No Smoking The company promotes a No Smoking Policy as part of the employee’s health living style. You will be required to work within the framework of this statement. Smoking is not permitted within the company’s premises

Independent management of administrative processes within established frameworks. Includes calendar governance, travel coordination, stakeholder interaction and process ownership. Judgement is primarily procedural but autonomy is growing.