Receptionist

Integrated Care System; Cheltenham; On-site; GBP 20,000 - 25,000; Full time

Job summary

A leading healthcare charity is seeking a Receptionist for their Linton House Clinic. In this dynamic role, you'll be the first point of contact for patients, responsible for managing appointments and providing excellent customer service. Ideal candidates will have strong communication skills and a commitment to maintaining patient confidentiality in a busy clinic environment.

Benefits

Company salary sacrifice pension scheme

27 days holiday plus public holidays pro rata

Life assurance cover at 4 x annual salary

Support for professional and personal wellbeing

Employee benefits programme

Complementary healthcare scheme

Qualifications

• Experience in a healthcare environment preferred.
• Confident with good interpersonal and literacy skills.
• Must have a flexible temperament for shift work.

Responsibilities

• Greet patients warmly and manage appointment systems.
• Operate patient administration system accurately.
• Maintain confidentiality and handle sensitive information.

Skills

Communication

Interpersonal Skills

IT Skills

Customer Service

Confidentiality

Education

5 GCSEs at grade C or above including English and Mathematics

Job description

The reception team is the first point of contact for patients and visitors to our busy clinics.

Reporting to the team lead, you will be working as part of a complementary team liaising with healthcare professionals and administrative colleagues across the charity. The reception team operates a rotational shift system including early morning starts, lates and weekends.

Welcoming patients and visitors to Cobalt, you will be responsible for completing the arrival process on the patient administration system, providing patients with information about the process of their appointment, taking payments and signposting. You will support visiting consultants, book appointments, process mail, answer telephone and email enquiries. Confidence in using IT systems is really important together with a willingness to learn new skills.

Main duties of the job

The skills, experience and knowledge required for this role are sound demonstrable educational background and qualifications, good IT skills, experience of working in a public service sector in a busy office environment. Experience of working within a healthcare setting would be beneficial.

You will have excellent communication and interpersonal skills with a confident and pleasant telephone manner. You will enjoy being part of a team and working collaboratively. You will have a meticulous approach to accuracy and detail and able to maintain strict confidentiality. Your personality and manner will contribute to a harmonious and pleasant working environment.

About us

Cobalt Health is a medical charity pioneering innovation in medical imaging diagnosis by investing in equipment, integrated research and education to improve outcomes for patients now and in the future.

I CARE our values - our culture - our purpose

Patient care is at the heart of all we do. We carefully select people who can show us how they share these same values and can contribute to a culture of respect, diversity, vision and a commitment to continuous learning and development.

Benefits and rewards

• Company salary sacrifice pension scheme
• 27 days holiday plus public holidays pro rata, rising with service
• Life assurance cover at 4 x annual salary
• Support for professional and personal wellbeing
• Employee benefits programme
• Complementary healthcare scheme
• Service recognition

Please be aware that Cobalt is not able to sponsor non-EU/EEA Tier 2 applications

Job responsibilities

Job Title:Receptionist - Linton House

Main Place of Work:Linton House Clinic, Thirlestaine Road, Cheltenham, GL53 7AS

Responsible to: Head of Business Administration

Accountable to:Chief Executive

Job Purpose: To provide a high quality, professional reception and administrative service to patients, colleagues, healthcare professionals and others. To act as the first point of contact for patients attending the Imaging Centre and Rapid Access Clinics and to represent the charity in a professional manner in line with Cobalt values.

Key areas of responsibility will include:

Operational Duties

To greet patients and visitors to the Imaging Centre and Rapid Access Clinics in a warm, friendly and professional manner

To operate the patient administration system (PAS) in arriving patients for their appointment, record accurate payment details and confidential patient information

To receive, assess and prioritise patient referrals and to forward to the appropriate clinician for protocol

To answer telephone calls, enquiries and e-mail enquiries and respond appropriately

To liaise between doctors, consultants, healthcare professionals and patients as required

To preserve the privacy, dignity and confidentiality of patients

To liaise with secondary care providers and healthcare transport services as appropriate

To assist colleagues and provide additional clerical support

To be responsible for postal services such as franking, special delivery, recorded delivery; ensure sufficient funds to the franking machine and replenishing as necessary

To ensure the patient waiting area is kept clear of obstructions and maintain a clean and tidy environment for the patients comfort

To maintain the health and safety of all patients, visitors and colleagues

To share responsibility for maintaining and encouraging adequate security and safety for staff and service users

Any other such duties as may reasonably be requested commensurate to the post

Specific Responsibilities

To support the management of the rapid access clinics

To provide administration support services to visiting consultants operating their specialist private clinics

Liaising with consultants private secretaries to manage an effective patient pathway for the rapid access clinics

To provide a bookings service for rapid access patients to diagnostic imaging

Support specialist breast clinic services, receiving referrals, processing complex information, contacting patients to arrange time specific imaging appointments, liaising with consultant breast radiologists, healthcare professionals and support staff, MRI superintendent and radiographers

Management of Resources

Collectively to share responsibility for monitoring and maintaining adequate stock levels of patient information leaflets, stationery, IT consumables

Line management

There is no line management responsibility associated with this post

Teamwork

This will involve:

To work collaboratively with other departments within Cobalt

Champion the professional integrity of the organisation

Adhere to corporate policy and procedure

Personal Development

All Cobalt staff are required to participate in the organisations annual appraisal review scheme. The end of year appraisal will include a personal development review where progress made over the last year is discussed and agreed. Focus on the following years departmental and personal objectives will be identified, discussed and agreed.

Health and Safety

In addition to any responsibilities specified within your job description above, it is your duty to:

Take reasonable care of the health and safety of yourself and of the other people who may be affected by actions and omissions at work.

Co-operate with the employer in ensuring that all statutory and other requirements are complied with.

Infection Control

To be aware of responsibilities for infection prevention and control.

Co-operate with the employer in ensuring that all infection prevention and control policies and procedures are complied with.

Conduct hand hygiene in accordance with Cobalt policy, challenging those around you who do not.

Disclosure and Barring

All appointments are subject to a satisfactory check by the Disclosure and Barring Service. Failure to disclose any previous convictions or cautions may result in the withdrawal of the post or termination of contract

Confidentiality

Under no circumstances either during or after the end of your employment (however it is terminated) may you divulge to any unauthorised person confidential information relating to the Charity. This includes, but is not limited to, information covering patients, individual staff records, industrial relations, financial affairs, contract terms and prices or business forecasts.

Equality and Diversity

It is the responsibility of all employees to support the Charitys vision of promoting a positive approach to diversity and equality of opportunity, to eliminate discrimination and disadvantage in service delivery and employment, and to manage, support or comply through the implementation of Equality & Diversity Strategies and Policies.

Data Protection

If required to do so, to obtain, process and/or use information held on computer or other IT system in a fair and lawful way. To hold data only for specific registered purpose and not use or disclose it in any way incompatible with such purpose. To disclose data only to authorised persons or organisations as instructed.

Information Governance

You should be aware of all information governance policies and procedures, in order to ensure necessary safeguards are upheld for the appropriate use of patient and personal information.

Personal Development

You are required to participate in the organisations annual appraisal scheme. The end of year appraisal will include a personal development review where progress made over the last year is discussed and agreed. Focus on the following years departmental and personal objectives will be identified, discussed and agreed.

You are expected to maintain competency, learning new techniques and technology as required and retain records of continuing professional development (cpd) to ensure continuity of membership to your professional organisation.

All staff are encouraged to participate in training/activities that will help develop their wider skills and assist them in managing their personal welfare and be attentive to the welfare of colleagues.

Completion of Cobalt Healths mandatory training programme.

The Environment and EMS

Cobalt is committed to protecting the local and global environment and supporting the development of the concept of sustainable healthcare. To help achieve these aims Cobalt has developed an Environmental Management System (EMS) to proactively manage the charitys impact on the environment, and you have a crucial role to play within in this. In addition to attending training and any responsibilities specified within your job description above, you are required to familiarise yourself with Cobalts EMS and policies, to understand and contribute to the achievement of Cobalts environmental objectives and targets, and to provide feedback through line management or CSR Champions.

This is an outline of the post-holder's duties and responsibilities. It is not intended as an exhaustive list and may change from time to time in order to meet the changing needs of the Charity.

This post is subject to the terms and conditions of employment of Cobalt Health

Person Specification

Experience

• Experience of working with members of the general public
• Experience of patient/customer problem solving
• Knowledge of healthcare administrative procedures and systems
• Experience of working in a healthcare environment
• Experience of order processes, invoicing, cash handling

Qualifications

• Minimum 5 GCSEs at grade C or above to include English and Mathematics or equivalent

Personal attributes

• Well organised and confident with excellent interpersonal and communication and literacy skills
• Flexible temperament towards working hours this role includes working variable hours by shift to include weekend working
• Innovative, open-minded and creative
• Ability to maintain confidentiality
• Respectful of others in treating them how you would want to be treated
• High level of professional integrity
• Motivated commitment to continuing professional development and self-improvement

Skills and abilities

• Excellent verbal and written communication
• Strong influencing and arbitration skills
• Excellent interpersonal skills
• Ability to receive and deal appropriately with sensitive and highly confidential information
• Exercise fair judgement and analyses in dealing with patient enquiries
• Provide advice, information and guidance to patients, carers and relatives about appointments

Experience

• Experience of working with members of the general public
• Experience of patient/customer problem solving
• Knowledge of healthcare administrative procedures and systems
• Experience of working in a healthcare environment
• Experience of order processes, invoicing, cash handling

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.