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Receptionist

Southern Counties Veterinary Specialists

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Job Type: Part-Time / Holiday Cover
Hours: Averaging 12 hours per week - Wednesday (8-12) Thursday (8-5).  Having the flexibility to cover holidays & sickness at short notice, shift cover could range from the hours of 8am to 7pm.
Job purpose summary: To be the first point of contact for clients both on the telephone and in person, providing a professional and knowledgeable impression to promote the Practice and give confidence to our clients.
  • Holiday based on 4 weeks inclusive of public holidays, pro rata
  • Length in service holiday scheme
  • Group Pension Scheme
  • In-house Training  / external CPD where applicable
KEY RESPONSIBILITIES:
  • Meeting and greeting clients
  • Dealing with Emergencies calls and paperwork inline with the Company Emergency Policy
  • Passing on any relevant information to the Referral Dept & Claims Department
  • Answering and forwarding phone calls (in conjunction with the Data Protection Act)
  • Record, pass on and personally follow up enquires promptly and efficiently
  • Maintain security by following procedures; monitoring logbook; issuing visitor badges
  • Maintain safe and clean reception area by complying with procedures, rules, and regulations.
  • Maintain continuity among work teams by documenting and communicating actions, irregularities, and continuing needs
  • Adhere to all practice/ reception policies / procedures to ensure an excellent level of customer service to our clients at all times
  • Under the Health & Safety at Work Act 1974, it is the duty of every employee to take reasonable care of themselves and others at work.  This also includes taking care of equipment and reporting immediately any items not working.
  • Be responsible for own Personal Development by attending internal / external courses and personal study to develop skills as appropriate
  • Booking appointments
  • Taking payments in person / over phone / card machine
  • Collecting claim forms and excesses as required
  • Cashing up
  • Making refreshments and keeping the coffee machine clean and stocked
  • Sorting and distributing post, courier deliveries, etc.
  • Arranging couriers
  • Understanding insurances, i.e. direct and standard, excesses and claims process
  • Understanding spreadsheets, i.e. Insurance shared, Direct, etc.
  • Logging claim forms received on the insurance spreadsheet
  • Understanding how to deal with difficult situations
  • Understanding how to deal with bereaved clients
  • Corresponding with insurance companies on behalf of clients, as required
  • Assisting with sending our RV reports and scanning
  • Fire Alarm testing as required
ESSENTIAL WORK SKILLS:
  • Customer Focus
  • To have a professional manner at all times
  • Excellent telephone skills
  • Good verbal communication
  • Computer Literacy especially with Microsoft Office Skills (in particular Excel, Word and Outlook)
  • Being able to Handle Pressure
  • Being organised and being able to prioritise
  • Being able to work well in a team and able to work on own
  • Being able to adapt to changes within the growing practice and keeping up with changing protocols
PERSON SPECIFICATION:
  • Has had previous reception / administration experience
  • Excellent communication skills at all levels
  • Good keyboard skills and competence of Word, Excel and Outlook are required
  • A team player with a flexible approach and a willingness to learn
  • Outgoing and confident personality who is able to operate at all levels
  • A self-starter who is pro-active and can set and achieve goals
  • Strong organisational & time management skills
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Southern Counties Veterinary Specialists

Unit 6 Forest Corner Farm, Hangersley, Ringwood, Hampshire, BH24 3JW

Southern Counties have a multidisciplinary referral centre based in Ringwood, Hampshire, offering a wide range of specialist services.