Administrator and Receptionist

18331BR

School of Optometry & Vision Sciences

Administrative Support

Advert

Administrator and Receptionist
School of Optometry and Vision Sciences

We are looking for an Administrator and Receptionist to join the small eye clinic team in the School of Optometry and Vision Sciences.

In this role, you will:

• In line with practice policy, plan and manage clinic diaries and rotas in consultation with clinical leads, to ensure excellent patient experience.
• Book appointments, and prepare clinic information, ensuring the accuracy of records is maintained and the appointment slots are booked in the most efficient manner.
• Process NHS paperwork, including creating outcomes reports and claiming fees ensuring accuracy and working to NHS deadlines.

We’d like to hear from you if you:

• Are able to communicate with a wide range of people effectively and courteously whilst maintaining professional standards, adapting your language and style of communication depending on who you are communicating with. 
• Are able to work well with your team, knowing how to give advice, guidance and feedback (to colleagues and members of the public) as appropriate.
• Have experience of working as a receptionist in an NHS or similar clinical environment. 

We can offer you the chance to work in a vibrant organisation, with

great benefits

and opportunities for progression. We are a proud Living Wage supporter.

Please contact Carline Beaumont at [email protected] or OPTOM School Office at [email protected] for an informal, confidential discussion about the role.

This post is based on campus.

This post is full-time and is fixed-term for a period of 3 years.

Salary: £23,700 - £24,533 per annum (Grade 3)

Date Advertised: 21 March 2024

Closing date: 4 April 2024

Cardiff University is committed to supporting and promoting equality and diversity and to creating an inclusive working environment. We believe this can be achieved through attracting, developing, and retaining a diverse range of staff from many different backgrounds.  We therefore welcome applicants from all sections of the community regardless of sex, ethnicity, disability, sexual orientation, trans identity, relationship status, religion or belief, caring responsibilities, or age.  In supporting our employees to achieve a balance between their work and their personal lives, we will also consider proposals for flexible working or job share arrangements.

Applications may be submitted in Welsh, and an application submitted in Welsh will not be treated less favourably than an application submitted in English.

Job Description

JOB PURPOSE

Provide an administrative service to the School of Optometry and Vision Sciences, engaging in and completing a range of routine tasks to meet operational and customer service requirements. Provide support and guidance on clinic administrative tasks and ensure the small supportive eye clinic team is supported, and key duties undertaken.
This role is based on campus.  

As the biggest university in Wales – and a major employer, with more than 7,000 staff – we are an ambitious and innovative university located in a beautiful and thriving capital city. We can offer you the chance to work in a vibrant organisation, with great benefits and opportunities for progression.

DUTIES AND RESPONSIBILITIES

Key Duties

• Deal with a range of enquires from internal (staff and students) and external (members of the public) customers in a professional manner, establishing their needs and adapting the standard responses accordingly.
• Work with others to make recommendations for the development and improvement of current University processes and procedures.
• Create good working relationships with key contacts to help improve service levels.
• Undertake a variety of administrative duties to support the team and department.
• Gather and review data to update administrative systems such as databases and spreadsheets, making sure the information is accurate, and highlighting to your line manager basic trends and patterns.
• Actively contribute to the success of the team and support the supervision and management of it.

Specific Duties

• Support the multi-disciplinary team providing eye care services.
• In line with practice policy, plan and manage clinic diaries and rotas in consultation with clinical leads, to ensure excellent patient experience.
• Book appointments, and prepare clinic information, ensuring the accuracy of records is maintained and appointment slots are booked in the most efficient manner.  Anticipate any changes in circumstances and ensure any potential waiting times are reduced, wherever possible.
• Ensure patient’s quality of care and safety is maintained during their entire visit including escorting to and collecting from various parts of the building.
• Anticipate any changes in circumstances and ensure any potential waiting times are reduced, wherever possible.
• Complete end of day administrative checks and banking, resolving and/or escalating discrepancies to the School’s Clinic/Finance Managers, when appropriate.
• Process NHS paperwork, including creating outcomes reports and claiming fees ensuring accuracy and working to NHS deadlines.
• Act as a first point of contact for the School’s Clinics, and provide cover/support for other eye clinic reception/optical assistant colleagues, when required

General Duties

• Abide by all University policies and undergo appropriate personal and professional development.
• Perform other duties which are not included above, but which will be consistent with the role.
• Uphold the Professional Services Values & Behaviours or local equivalent.

Please note: A Disclosure and Barring (DBS) check will be carried out for the successful candidate.

Person Specification

We want to employ people with a wide variety of experiences. We welcome applications from all sections of the community regardless of sex, ethnicity, disability, sexual orientation, trans identity, relationship status, religion or belief, caring responsibilities, or age. We are particularly seeking applications from candidates who come from backgrounds that are underrepresented at the University, including people from Black, Asian and Minority Ethnic communities.

We are looking for a team player who will work with colleagues to provide a great service to staff and students. You don’t need to have worked for a University before; this is an opportunity to show your potential and start or continue your career at Cardiff University.

This role may be an opportunity for you to build on your experience from working in a previous administrative role or environment, showing your transferable skills and potential to be successful in the role. You should be enthusiastic about developing your knowledge and skills to become a valued member of the team.

Your application will be assessed against the following essential and desirable criteria for the role. Please copy and paste this section into a new document and give clear examples of how you can evidence meeting each criteria by writing under each one. You can draw on elements from any aspect of your life (e.g. work, home, education/qualifications or community life) as long as you focus on their relevance to the role.

Please save your supporting statement in a separate document with the title [YOURNAME-BR NUMBER-JOB TITLE] and attach it to your application in the recruitment system, available here .

Please note that these are also the criteria shortlisted applicants will be assessed against at interview and/or by other means (e.g. a skills test).

Essential Criteria 

Ability to carry out a variety of administrative tasks, including writing clearly and concisely.

Experience of using common office IT packages (e.g. MS Office, e-mail etc.).

Ability to set up and maintain standard administrative systems and procedures, including using University systems to collate and record data online and in hard copy. (Training will be provided where required).

Ability to communicate with a wide range of people effectively and courteously whilst maintaining professional standards, adapting your language and style of communication depending on who you are communicating with.

Ability to work well with your team, knowing how to give advice, guidance and feedback (to colleagues and members of the public) as appropriate. 

Ability to deal with requests for information or service, resolving customer issues where appropriate, or being able to escalate where necessary.

Ability to plan and organise your own workload within agreed timelines as set by your Line Manager.

Ability to use your initiative to solve problems and respond to queries, finding and proposing the best solution.

Ability to apply confidentiality and discretion in an office/clinical environment.

Experience of working as a receptionist in an NHS or similar clinical environment.

Desirable Criteria 

Experience of working in a Higher Education environment.

Ability to speak/understand Welsh or a willingness to learn.

Additional Information

HOW WE WILL SUPPORT YOU IN PERFORMING THIS ROLE

We want to support and develop you in the role, using a combination of the following to help you reach your full potential.

• Regular one-to-one meetings with your team leader.
• An experienced and supportive team around you.
• Support to undertake job-relevant training and development, as identified by your Line Manager. This could be informal or could be an apprenticeship leading to a formal qualification, such as Business administration NVQ.
• A staff mentoring scheme.
• Support to learn Welsh or to update language skills

Job Category

Admin / Clerical