Private Receptionist/Administrator (Zero Hour)

Are you ready to embark on an incredible career opportunity with Vita Health Group? Are you looking to take the next step and develop your skills? Would you like to have the opportunity to grow and develop your skillset within a friendly, established team? If so, this role is perfect for you!

A bit about us… Hello! We are Vita Health Group and have a great opportunity for a Private Receptionist/Administrator to join our service. We have recently been recognised as being one of the UK’s best health care companies to work for, and we want you to become part of that! As a people–centred company, we are keen to develop individuals careers where their interests apply. So, if you’re looking to enhance your skill sets, progress your career or focus on your personal growth, please read on.

What you will do in the role… As a Receptionist and Administrator, you will be the face and voice of Vita Health Group. Acting as an extension of the firm’s brand and core values, the purpose of this role is to welcome patients to the clinic and undertake all administrative tasks required to ensure the smooth running of our Private Physiotherapy Department and clinic. This is a great opportunity to work with a committed team of professionals who are passionate about helping people and offering excellent service.

The receptionist/administrator position is viewed as an integral role within our team and as bank staff, you’ll be an integral member helping to assist the service across all our clinics. Whilst covering the reception area, you will ensure that all reception tasks are completed daily, and patients are greeted with a friendly, professional approach. You will be responsible for the welfare of our patients while they attend our clinic, booking their appointments and classes, looking after the clinicians needs while also taking inbound and making outbound calls. You will also be required to send reports to 3rd party referrers and consultants within strict time frames. As well as general administrative tasks, including the use of Microsoft 365 and various clinic software packages.

Key Responsibilities:

• Manage your own activities and ensure that these are completed in a timely manner.
• Identify and elevate any issues.
• Work closely with administrative colleagues and clinicians to resolve patient queries.
• Any other ad hoc duties to support the Reception and Administration function of the business.
• Welcome all visitors to the clinic and ensure that patients are appropriately briefed and prepared for their appointment.

Reception specific responsibilities:

• Welcome all visitors to the clinic in a polite and courteous manner, and ensure all patients are appropriately briefed for their appointment.
• Manage and maintain our appointment diaries and ensure future appointments are booked correctly.
• Liaise with patients regarding the payment of their treatment. This involves processing cash and card payments.
• Update patient information and ensure adequate notes are added to patients’ records as required.
• Ensure that the reception and waiting area is always kept tidy and presentable.
• Complete daily reception tasks such as inputting new patient’s data, scanning and restocking rooms.
• Communication with clinical staff where a patient is going to be late or needs to reschedule their appointment.
• Keeping patients updated when clinical staff are running late and reschedule appointments as needed.
• Opening and closing clinics.

Administration specific responsibilities:

• Answer incoming telephone calls in a professional manner.
• Monitor and manage voicemails/emails, ensuring they are responded to in a timely manner.
• Accurately process referrals and contact patients via phone and email to book their appointments.
• Send clinical letters and reports by post and/or electronic means.

KPIs:

• Accurate daily banking.
• Scanning to be completed within 24hrs of receiving.
• Activities on PPS (Letters/Actions/Emails/SMS) to be actioned within 24hrs of receiving.
• Emails responded to within 24hrs of receiving.
• Reception Observation or Email / Call Evaluation score of 90%+

Skills and Experience:

• Ability to work within a team and put the customer’s needs first.
• Experience of processing cash and card transactions would be an advantage.
• Excellent written and spoken communication skills.
• Strong administration skills with exceptional attention to detail.
• Ability to use own initiative and adapt to changing priorities.
• Ability to work alone and use initiative to problem solve when lone working.
• Strong I.T. Skills.
• Experience dealing with the public face to face is preferable.
• Previous reception experience is advantageous.
• Adaptability and able to learn on the job.

Why Vita Health Group?

Vita Health Group celebrates life. Improving lives physically and mentally drives everything we do. Now part of Spire Healthcare Group plc we have been providing physical and mental health services for over 30 years. We work in partnership with the NHS, are engaged by insurers and some of the UK’s largest corporate companies to support their workforce and provide a full range of physiotherapy services to private customers. To achieve our mission of Making People Better, we recognise the importance of investing in our staff. We are an award‑winning employer recently recognised nationally as “Best Company to Work for” at the Health and Wellbeing Awards 2024.

This is also recognised by current employees – our most recent Employee Survey results showed the top 5 reasons to work here as being:

• Supportive team and management
• Positive work environment
• Wellbeing and mental health support
• Trust and respect
• Autonomy and flexibility

We are keen to progress your skills and enable career development and provide regular Continued Professional Development opportunities including secondments, management training, a mentoring scheme, apprenticeships and regular events and webinars across a range of clinical disciplines. In addition to a competitive salary, we also offer the opportunity of a flexible work life balance and a comprehensive benefits package.

Vita Health Group is proud to be an equal opportunities employer and is seeking to improve the diversity of its workforce. We are committed to Equality, Diversity & Inclusion best practice and positively encourage applications from candidates regardless of sex, race, disability, age, sexual orientation, gender identity, religion/belief, marital status, or pregnancy/maternity.

For further information on our EDI commitments please view here: Vita Health Groups commitment to Equality, Diversity and Inclusion. We are committed to being equitable and supporting the wellbeing of all employees.

We are a Mindful Employer and our status as a Disability Confident Leader dedicated to ensuring that all candidates are treated fairly throughout the recruitment process. All disabled candidates that meet the minimum essential criteria will be considered for interview.

Our Ethnicity Matters Scheme where all applicants for senior roles (£40,000+) from a minority ethnic group that meet the essential criteria will be considered for interview. Our Gender Matters Scheme where all women applicants for senior roles (£60,000+) that meet the essential criteria will be considered for interview.

Our sign up to the Armed Forces Covenant. Our status as a Menopause Friendly Committed employer. Our sign up to the Employer with Heart Charter. Our commitment to meet the standards outlined in the NHS Equality Delivery System (EDS). Workforce Race Equality Standard (WRES) and Workforce Disability Equality Standard (WDES).

Access to health and wellbeing services for colleagues including Mental Health Advocates and an Employee Assistance Programme. An embedded “speaking up” culture facilitated by Freedom to Speak Up Guardians. Treating transgender individuals with dignity and recognising the potential complications that may arise when taking references.

We encourage applicants to contact HR at hr@vhg.co.uk to discuss or amend how we manage reference requests. Should you wish to discuss any adjustment or assistance you need in the application or interview process please contact recruitment@vhg.co.uk and we will facilitate.

Please note, all applicants must be legally entitled to accept and perform work in the UK and all positions are subject to a DBS check. Any data which you share with us throughout the hiring process will be stored securely within the UK and is accessible only by staff who require it. Should your application be unsuccessful, your data will be securely destroyed after 6 months. Vita Health Group reserves the right to close this job when sufficient applications have been received.