Detailed job description and main responsibilities

Reception duties

• To liaise with relevant administration Reception staff within the team to provide an efficient and effective service 

• To meet and greet members of the public visiting the Child Development Centre 

• To alert clinicians to patient arrivals – record patient arrival/departure on electronic and/or paper systems

 • To answer the main Child Development Centre telephone, deal with enquiries and transfer calls as appropriate

 • Taking local room bookings within the Child Development Centre

• Responsible for sending out appointments and obtaining hospital medical records from the Records Department, and Child Development Centre files for specified clinics

 • When preparing information for clinics, check for any pending investigations and liaise with the Centre Co-ordinator/Medical Secretaries to ensure these are available for clinic

• Produce a clinic schedule for each clinic session if required (primary use System rotas), detailing appointment times and patient’s names and distribute as required 

• Undertake filing of correspondence to patient files, either paper copy or scanning correspondence to the electronic patient system (SystmOne) 

• Undertake copy typing of clinic appointment letters as required 

• To ensure that the reception area and patient areas are kept clear and tidy

• To keep notice boards and leaflet stands tidy and current 

• Booking and rearranging appointments as required with regard to out-patient clinics, liaising with secretaries where necessary

 • Assist Centre Co-ordinator and Medical Secretary with monitoring and checking supplies of goods/services

General administrative duties 

• To undertake general administrative duties as required, to enable the efficient running of the Child Development Centre participating fully as a team member. This may include undertaking any other duties at the request of the Line Manager, which are commensurate with the role. To raise concerns where necessary which may affect efficient provision of the service 

• To work with administration colleagues in the Child Development Centre to provide necessary cover for annual leave and sick leave commensurate with the role 

• Supporting Voluntary staff to fully understand any requests that they have been asked to undertake

• Report problems as they arise, solving them if possible/appropriate

• Use and maintain resources efficiently and effectively, reporting damaged and faulty equipment when identified 

• To order general stationary and office supplies as and when required

• The work involves close contact with children with special needs and difficulties and their families; to treat everyone you encounter with dignity and respect. Recognising that people are different – avoids discrimination