Reception Administrator

Reports to: Paul Carr, Continuous Improvement Manager

Location: Anywhere within the ‘STEPS Estate’ which includes Alexander House, 30 Troutbeck Road, Sheffield S7 2QA, 16 Troutbeck Road S7 2QA and Units 7 and 8 in the South West Centre, Troutbeck Road S7 2QA or such other place within a reasonable travelling distance which we may reasonably require for the proper performance and exercise of your duties.

Hours of work: 12 hours per week to include one shift on a weekend

Purpose of the role: As a Reception Administrator at STEPS, you will provide the first point of contact for STEPS clients, visitors, external organisations and suppliers. 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.

Specific responsibilities

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 always be respectful of a client’s dignity.
• 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 deliveries and signs 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
  • Greet candidates interviewing for vacant positions at STEPS, completing right to work checks under the guidance of HR and in the correct format
• 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 be responsible for day to day administrator tasks interacting with your colleagues as appropriate to share these and marking them as complete when done
• To attend, participate and contribute to relevant training courses as required to enable contribution to quality services and professional development

Person specification