Private Receptionist/Administrator (Zero Hour)

The Role: What you will do?

As a receptionist at our clinic sites, 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 and visitors to our clinics, as well as support the clinicians and the admin function of the business.

You will be responsible for greeting all visitors with a friendly and professional approach and answering any questions in a pleasant and efficient way, whilst ensuring that all reception tasks are completed daily.

This role requires a clear concise communicator with the ability to use initiative to multi task and also prioritise when needed.

Key Responsibilities

• Welcome all visitors to the clinic and ensure that patients are appropriately briefed so as to prepare them for their appointment.
• Book appointments and classes for Private patients.
• Manage and maintain clinician’s appointments diaries. Ensure future appointments are booked correctly and provide a backup paper version on a daily basis.
• Contact patients that have not attended their appointment to offer to re-arrange their appointment.
• Liaise with patients regarding the payment of their treatment. This involves processing cash or card payments.
• Ensure that the reception and waiting area is kept tidy and presentable at all times.
• Monitor and manage emails, ensure that they are responded to in a timely manner.
• Work closely with the Private Administrators as well as clinicians to resolve patient queries.
• Update patient information and ensure adequate notes are added to patients’ records as required.
• Identify and escalate any issues.
• Complete daily reception tasks such as banking, printing of forms, scanning and post.
• Keep patients updated when clinical staff are running late and re-arrange any appointments due to a short notice cancellation.
• Open and close the clinic & office.
• Any other ad hoc duties to support the Reception, Occupational Health, Customer Service and Administration function of the business.

Your skills and background:

Essential:

• Ability to work within a team and put the customer’s needs first.
• Ability to work independently and problem solve when required.
• Ability to use own initiative and adapt to changing priorities.
• Excellent written and spoken communication skills.
• Strong administration skills with exceptional attention to detail.
• An awareness of and commitment to supporting and facilitating diversity and inclusion
• Willingness to travel, which may include overnight stays on occasion, as and when required

Desirable:

• Experience of processing cash and card transactions.
• Experience dealing with the public face to face.
• Previous reception experience.

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 which you can view here: https://www.vitahealthgroup.co.uk/join-us/careers/

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
• 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 invited to 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 invited for interview.
• Our Gender Matters Scheme where all women applicants for senior roles (£60,000+) that meet the essential criteria will be invited to 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.