Job Description

Role OverviewKey responsibilities:

Process incoming communications (post, fax, email), scanning, if appropriate, and directing to the relevant person

Greet visitors in an efficient and friendly manner, recording and escorting them to the office

Conduct reception duties and administration for clinic in Barbourne – Worcester (1 day per week)

Process incoming and outgoing invoices and resolving any queries

Manage reimbursements in accordance with relevant scheme rules and benefits 

Manage office supplies

Organise refreshments for meetings

Deal with general business enquiries (face to face and telephone) directing them as appropriate

Chase clinical information in a timely manner demonstrating professionalism whilst being assertive.

Provide administration support for the case management and health surveillance teams

Arrange property maintenance as directed

Process Data Subject Access Requests in accordance with the ICO guidelines

Handle and coordinate complaints via email and telephone

Demonstrate a professional and respectful approach during all interactions

About the RoleOperational Support Administrator

Location: Tewkesbury (with 1 day per week covering Worcester clinic)

Salary: £(phone number removed)

Status: 9 month Fixed Term Contract to cover maternity leave

Start date: January 2025

We are looking for an experienced Operational Support Administrator to deliver high quality support to the business including customer focused support and working closely with the case managers, whilst striving to deliver a streamlined service. The role of an Operational Support team member is varied and flexible, with a wide range of duties to be covered within the scope of the role. This would also include 1 day per week covering reception at our clinic in Worcester. This role is being offered on a 9 month fixed term contract basis.

Benefits

25 days annual leave

Your birthday off

6% company pension contribution

Bike to Work Scheme

Medicash Health plan

Enhanced Maternity/Paternity/Adoption and Shared Parental leave

2 voluntary days per year

Long Service Awards

Employee Wellbeing Seminars

CPD opportunities

Professional memberships paid for (role dependent)

Essential SkillsEssential skills and experience:

Demonstrable experience in an administrative role

Proficient in Microsoft Office software including Excel, Word, Outlook and PowerPoint and be able to add creative flare to all presentations.

Be familiar with and keep up to date with, the requirements of the Data Protection Act. 

Have an excellent telephone manner and strong interpersonal communication skills.

Ensure that a professional; presentable dress code is adhered to when client facing.

Be comfortable working either on your own initiative or as part of a team.

Be able to follow procedures, adhere to policies and apply these to the scope of work. 

Feel comfortable in challenging aspects of the role where you feel there may be room for improvement/more efficient ways to deal with that aspect. 

Be confident, precise and helpful when dealing with any customer complaints.

Be able to demonstrate a high level of accuracy with good attention to detail.

Strive to always “do better”; “think outside of the box” and to become a valued member of the team.

Be able to develop a robust and in-depth working knowledge of the day to day activities relating to Operations Support.

Be able to work to tight deadlines and to be calm under pressure