Administrator

at  Alliance Medical Ltd

JOB SUMMARY

We have an exciting opportunity for skilled and motivated Administrators to join our team at our offices in Warwick.
Our Receptionist / Administrators provide a pivotal role in supporting our clinical teams and patients to ensure the smooth running of the Centre. Based on reception you will be working directly with patients in the clinical environment, this is an excellent opportunity for individuals with an interest in healthcare.
Please note that we will be interviewing throughout the duration of this advert. Therefore, if you are interested in this role an early application is advised as we may close the advert prior to the advertised date.

REQUIRED SKILLS AND EXPERIENCE

To be successful in this role you must be able to demonstrate

• excellent communication skills, as you will be both patient facing and using the telephone.
• a compassionate and enthusiastic demeanor.
• A flexible, organised and enthusiastic attitude is essential. Experience in an administration role is advantageous but not essential, as full training will be provided
• experience using Microsoft office
• skills of organising filing systems and computer files
• IT literacy
• the ability to work well under pressure
• the ability to multi task

ABOUT US

Alliance Medical are Europe’s leading independent provider of imaging services.
We combine service excellence and innovative imaging technologies to improve patient care and support NHS and independent organisations with their ongoing imaging requirements. We have delivered consistent company growth for over 30 years.
We operate a robust pre-employment screening process for all roles, including proof of professional registration, qualifications, DBS checks and occupational health assessments.
Our company values, below, enable us to deliver the highest level of patient care:
Collaboration: We work together and in partnership for all our patients. We respect expertise and combine it to achieve more.
Excellence: We never compromise. We strive to deliver the very best in everything we do to ensure the highest quality of care. We treat our patients and each other with compassion, dignity and respect.
Learning: Knowledge and understanding comes from learning. At Alliance Medical we are committed to ensuring that every one of us keeps on learning and that we continuously look for improved ways of working.
Efficiency: Efficiency in healthcare means more patients get better care. We constantly seek new ways to use the scarce resource of healthcare more intelligently so that more people can live longer, fuller lives.
Openness: We act with transparency and honesty in everything we do, where staff are encouraged to speak up to ensure a safe and secure environment for our patients

MAIN DUTIES OF THE JOB

The main responsibilities of this role include:

Reception and Visitor Management

• Handle incoming calls and manage the reception area.
• Manage visitors and contractors, ensuring proper check-in/check-out procedures.
• Serve as the point of contact with the Building Concierge to address visitor needs.

Deliveries and Facility Management

• Manage the delivery and collection of goods and post.
• Liaise with the facilities department for any Hub-related issues.
• Log facility jobs using Quest for maintenance and repairs.
• Maintain tidiness in the office space, including meeting rooms and kitchen areas.

Meeting and Room Coordination

• Manage room bookings and set up for meetings.
• Arrange food and coffee for meetings, ensuring adequate supplies.
• Order necessary supplies such as milk for the coffee machine.

Supplies and Inventory Management

• Replenish stationery, kitchen consumables, printer consumables, and paper.
• Daily cleaning and topping up of the coffee machine.
• Responsibility for stocking and organizing the stationery office and placing orders through Logistics.
• Order PPE on a weekly basis.
• Handle the ordering of “Hello, my name is” badges.

Administrative Support

• Update details of Unit Managers and Clinical Managers on SharePoint and the website.
• Update the organization chart as necessary.
• Manage the on-call rota for Heads of Departments (HODs).
• Track office purchase orders and invoices.
• Assist the Admin Office with tasks as needed.

Training and Temporary Coverage

• Train temporary staff to cover reception duties.
• Send out training manuals to course attendees.

To be successful in this role you must be able to demonstrate

• excellent communication skills, as you will be both patient facing and using the telephone.
• a compassionate and enthusiastic demeanor.
• A flexible, organised and enthusiastic attitude is essential. Experience in an administration role is advantageous but not essential, as full training will be provided
• experience using Microsoft office
• skills of organising filing systems and computer files
• IT literacy
• the ability to work well under pressure
• the ability to multi tas