Job Spec: Senior Client Services Administrator (Maternity Cover)


Job Title: Senior Client Services Administrator (Maternity Cover)

Reporting to: Clinic Manager

Direct Reports: None

Key Contacts: Multidisciplinary team of doctors, physiologists, physiotherapists, nurses, nutritional therapists, cognitive behavioural therapists, consultants, centre manager, centre users, regional manager, cross-division employees and consumers

Locations: London


Purpose of the Role:

As a Client Services Administrator in the Discovery Medical Centre, nearby Gunnersbury, the role holder will be required to provide a professional reception and back office service for the medical centre; managing client and internal queries in an efficient and timely manner.

Taking all the steps necessary to ensure an exceptional client journey from start to finish, the role holder will be expected to perform additional and ad hoc duties that may reasonably be asked of them.

The role holder will be required to comply with the policies and procedures in place, at all times.


Duties and Responsibilities:


* Provide an efficient, professional reception service for the department and manage client queries, ensuring all enquiries are dealt with in an efficient and timely manner, escalating more complex queries to senior staff as required.
* Input client data and complete the patient registration process in an accurate and timely manner to agreed formats and standards.
* Extensive diary management and client bookings.
* Maintain the office and reception area to a high standard ensuring the relevant information, promotional literature and refreshments are available to clients.
* Undertake filing, scanning and copying of documents as required.
* Provide secretarial and typing support as required.
* Greet all visitors and ensure professional and effective communication with all clients, visitors and other clinical staff.
* Ensure that client's confidentiality is maintained at all times.
* Keep the office and reception areas presented at a high standard throughout the day
* Make promotional, any other relevant literature and refreshments available to clients and site visitors
* Provide GP, health assessment, Physiotherapy, nurse, nutrition and cognitive behavioural admin support
* Manage post in and out
* Provide admin support for the centre, clinical & non-clinical
* Coordinate courier services in and out of the facility
* Order stationery and clinic supplies
* Update & maintain rotas for clinical staff
* Take on additional administrative and ad hoc duties as the business requires



Key Requirements:

* Previous experience in a customer facing role in a clinical or wellbeing environment desirable, including experience booking/amending client appointments and dealing with enquiries
* Ability to prioritise and deal with varied workload effectively.
* Experience in administrative/office environment.
* Ability to multi-task and work under pressure
* Clean and presentable physical appearance
* Confident communicator with ability to engage effectively with general public and other health care professionals.
* Competent and confident IT user - intermediate/advanced skills in Word and Excel.
* Reliable and trustworthy
* Confident to take ownership of activities
* High quality of client service and interaction