Receptionist
Description
The candidate will be the first point of contact for the company and will have a high standard of appearance, as outlined in the company dress code policy.
Receptionist will:
- Greet and welcome visitors to the service and inform the relevant person of their arrival.
- Have exceptional communication skills and are able to handle sensitive and stressful situations effectively.
- Deal with customer feedback and complaints in a confident, professional, and calm manner
- Be responsible for ensuring that everyone entering the site are compliant with any HSE requirements, signing in and have been provided with the relevant visitor/employee passes. Ensuring that all visitors have a safety and security briefing upon arrival.
- Ensure urgent messages for the Directors, Senior Managers and/or Service are directed accordingly.
- Be able to deal appropriately with incoming and outgoing calls and direct to the appropriate person.
- Management of deliveries – Provide access
- Management of all building keys, and door fobs for new starters
- The staff member must also adhere to extensive policy and procedure mandated by Human Tissue Authority (HTA) and the Clinical Quality Commission (CQC).
- Support meeting room set up
Reports to: TBC
Role-specific responsibilities
1. Administration
- Execute administrative tasks in all aspect of operation and patient care, including handling registration
- Maintain visitor log across all sites
- Maintain and manage meeting rooms
- Maintain call logs
2. Information systems & Data Management
- Securely and accurately record personal details of the clients in accordance with the General Data Protection Regulation (GDPR)
- Maintain confidentiality of all.
- Keep sensitive information and financial records private and confidential
- Maintain accurate records of client engagement with the company
3. Quality Systems
- Enure high standards of customer service for all clients using Customer Relationship Management (CRM) systems.
- Follow departmental Standard Operating Procedures (SOP) and make suggestions regarding changes and improvement.
- Participate in vertical and horizontal audits.
- Participate in internal quality control procedures
- Keep up to date with UK government guidelines and regulations relating to BioGrad Group
5. Sample Arrival
- Maintain high levels of clinical standards pertaining to the collection of biological samples
- Maintain business inventory such as checking supplies,
- Record sample arrival
2. Information systems & Data Management
- Securely and accurately record personal details of the clients in accordance with the General Data Protection Regulation (GDPR)
- Maintain confidentiality of all.
- Keep sensitive information and financial records private and confidential
- Maintain accurate records of client engagement with the company
4. Communications
- To handle both incoming and outgoing calls ensuring they are directed to the appropriate person.
- Maintain high levels of accuracy of CRM systems and client notes & comments for other team members information
- Have a good working knowledge of the overall business and of B
- Ensure high standards of inter-department communication
- Ensure high standard of communication with Visitors and Clients
- To be able to handle stressful situations in a calm and professional manner
6. E-Commerce and Sample
- Monitor daily and overnight orders for independent and commercial clients
- Prepare and maintain sample kits as per current inventory
- Pack and dispatch to specified standards
- Process all orders correctly using the relevant technology and systems
- Maintain a clean, sanitary, and safe working environment
7. Health & Safety
- Ensuring the reception area is kept to a high level of tidiness aligning with the health and safety requirements. Raising any maintenance issues to the Health and Safety Officer / Building Facilities Manager.
- Ensure all visitors sign in and out the building and are provided with the relevant visitor and employee passes.
- Ensuring that all visitors have a safety and security briefing upon arrival.
- Providing support to the Health and Safety Officer/Building Facilities Manager in weekly testing of the fire alarms and call point testing.
- Check on equipment before the opening and closure of the day
- Work in accordance with Standard Operating Procedures, Health and Safety guidelines, ISO standards and COSSH guide- lines.
- Understand and perform procedures for spillage of chemical and biological material, and the fire alarm procedure.
- Maintain stock levels of all PPE and testing equipment
- Maintain clinic security by following procedures and controlling access
8. Environment
- Ensure working spaces are clean and tidy
- Support student learning and rest spaces before arrival, lunch, after lunch
- Support staff working areas and rest spaces
Person Specification
Qualifications, Training & Knowledge
- A minimum of 2 GCSEs at Grade 4 or above (or equivalent) including Math’s and English
Experience
Previous experience in a customer service/ front of
house and administration role, ideally in a clinical environment
Skills & Behaviours
Essential
- Excellent communication skills (written and verbal) and customer service support
- High Personal Ethics and Integrity
- Strong Attention to Detail
- High Level of Organizational Skills
- Professional and friendly manner with well- developed team working skills
Desirable
- Basic level of counselling skills
Proficient with cloud-based CRM systems and knowledge of professional software
Proficient in Microsoft Office Suite
- Ability to work in fast-paced environment
- Problem solver and analytical
Circumstances
The post requires a flexible approach and willingness to undertake occasional out-of-hours work as part of full-time hours
More Information
Contract
Full Time- Permanent
