Reception Administrator

STEPS Rehabilitation Ltd.; Sheffield; On-site; GBP 18,000 - 24,000; Full time

Job summary

STEPS Rehabilitation Ltd. in Sheffield is seeking a Reception Administrator to be the friendly first point of contact for clients, visitors and colleagues, ensuring a welcoming, professional environment and smooth daily operations.

You will provide vital administrative support to a large interdisciplinary team (~180+ staff), handle enquiries, coordinate appointments, manage sign-in/sign-out procedures and assist with invoices, deliveries and office tasks to help the service deliver excellent

Qualifications

• Strong communication and interpersonal skills.
• Excellent organisational abilities and attention to detail.
• Ability to manage multiple tasks in a fast-paced environment.

Responsibilities

• Deals with enquiries and routes to the correct team.
• Maintains call and action logs.
• Manages client and guest sign-in/sign-out and site safety procedures.
• Handles start and end of day reception processes and tidying of reception/admin areas.
• Takes deliveries and payments when necessary.
• Books taxis for clients and visitors as required.
• Provides invoicing and general administrative support as needed.

Skills

Customer service

Organisation

Communication

Education

GCSEs or equivalent

Tools

MS Office

Job description

This role is at the heart of our organisations day-to-day operations. As the first point of contact for many of our clients, visitors, and team members, youll play a vital part in creating a welcoming, professional, and efficient environment. We created this role to support our growing need for reliable, organised, and people-focused administrative support. Youll be joining a team that values collaboration, empowerment, attention to detail, and a proactive approach to problem-solving. Your work will help ensure that our front-of-house experience reflects the high standards we set across all our services.

From managing enquiries and coordinating appointments to supporting internal processes, youll be instrumental in keeping things running smoothly and helping others do their best work. We provide the tools and support individuals need to challenge themselves and push their recovery to its fullest potential, empowering them not only to recover but to thrive.

As a Reception Administrator at STEPS, you will provide the first point of contact for STEPS clients, visitors, external organisations and suppliers as well as providing vital administrative support for our service. You will work as part of a wider inter-disciplinary team with collective responsibility for delivering first-class service in rehabilitative care aligned with STEPS values and behaviours. We know that exceptional care begins with exceptional people. Thats why weve built a specialist interdisciplinary team, who bring not only skill and experience, but real compassion to every interaction. We employ 180+ team members in both clinical positions and in business support roles and we are proud of the culture we have established where all team members share our philosophy, values and dedication to delivering excellent client care. Our team is united by a common purpose, dedicated to continually learning from one another, and committed to giving their utmost for those we support. We invest and nurture the development of our team, and through training, shared learning, and research, we give them the tools to grow, stay inspired, and remain at the forefront of their area of work.

This Job description is an outline which reflects the present requirements of the post and is not intended to be exhaustive list of duties the post holder will be expected to fulfil. To provide a professional, courteous and prompt first point of contact for clients, visiting families, guests and external visitors. To be responsible for providing a client-centred reception service which;

• Deals with all enquiries appropriately, referring issues which cannot be resolved immediately by referring to the correct team member
• Maintains appropriate call and action logs
• Ensures that the correct processes are followed for client and guest sign in and sign out, including making sure people are aware of the correct site safety procedures
• Carries out all start and end of day processes for reception
• Ensures that the reception area and the admin office is kept tidy and presentable at all times
• Takes delivery and sign for packages and post
• Takes cash/card payments from clients and team members when necessary
• Books taxis for clients and visitors when requested or agreed by a STEPS team member according to the relevant procedures

To provide additional administrative support as appropriate, for example;

• Typing up clinical notes as required
• Input client timetables
• Raise Invoices
• Order clinical supplies, stationery and other equipment as requested

To comply with STEPS policies and procedures at all times To maintain client confidentiality at all times whilst carrying out duties. To ensure confidentiality of information in respect of records maintained and tasks undertaken To undertake any other duties which may be specified from time to time by Head of Admin that are within the level and responsibility appropriate to the post To effectively communicate using a variety of styles that demonstrates the values and behaviours of STEPS. To communicate with people clearly and in a manner and at a level and pace appropriate to their abilities, preferences and beliefs. To be respectful of a clients dignity at all times and develop effective relationships with clients, their families, carers, the interdisciplinary team.