To ensure the smooth running of a busy reception area and to project a positive and friendly image to residents, visitors, staff, contractors and other healthcare professionals who may contact The Chaseley Trust either in person or via the telephone.

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Duties and responsibilities

Main Duties:

Reception

1. Promote the business of the Chaseley Trust in a professional manner ensuring an open and welcoming approach is adopted and that good customer care is exercised at all times.
2. Answer the telephone in a helpful and polite manner ensuring all calls are managed appropriately, transferring to extensions and taking messages as required.
3. Deal with email correspondence professionally and promptly.
4. Greet and show courtesy and respect to residents, family and other visitors.
5. Promote a positive and professional image when interacting with residents, family, staff and other healthcare professionals and ensuring all enquiries are dealt with promptly.
6. Ensure all prospective client enquiries to the home are handled in an effective and timely manner to assist in high conversion levels.
7. Handle requests effectively within the scope of the role or referring them to colleagues appropriately for advice and assistance
8. Taking payments by cash or card.
9. Maintain strict confidentiality of personal and sensitive data relating to residents, staff and other healthcare professionals.
10. Updating resident details, including Personal Emergency Evacuation Plans (PEEPS) when residents leave or return.
11. Send daily emails with correct information such as Fire Marshall, ‘resident of the day’, visitors.
12. Accurately record resident visitors to the home

Other Duties

1. Ensure reception area and meeting rooms are kept neat and tidy.
2. Provide comprehensive administrative support for various departments ensuring all required systems and processes are maintained and updated.
3. All paperwork is filed and/or archived as per guidelines.
4. Management of internal and external postage.
5. Adhere to the local safeguarding policy and follow the Duty of Candour requirements.
6. Complete all mandatory training.
7. Participate in Performance & Development Reviews and Supervision meetings.
8. To work flexibly within the team on a daily basis
9. To abide by all policies and procedures
10. To participate in team meetings and other activities involving all staff within the Human Resources Department.
11. To contribute actively to quality improvements and the development of the customer service experience
12. To provide mutual support to other staff in the department for project work as required during busy periods
13. Any other duties as required by management
14. This job description indicates the main duties and responsibilities of the post. It is not intended as a complete list and may be subject to review periodically

Working hours:

• To work hours when required alongside the reception team.

Safeguarding

Chaseley Trust is committed to safeguarding and promoting the welfare of vulnerable adults, employees and volunteers. All offers of employment with the trust are subject to pre-employment checks which will include References, Health, Right to Work in UK, a satisfactory

Enhanced DBS. Please note that under the GDPR, by making your application, you are consenting to Chaseley Trust processing and retaining your personal information for the purposes of the application. You have the right to withdraw your consent and ask for your data to be deleted at any time, however it will then not be possible for Chaseley Trust to process your application any further.

Final Statement

Please note, irrespective of the post held, and at all times you are responsible for the health and safety of yourself, colleagues, Residents and visitors.

This job description will be agreed between the jobholder and the officer to whom he/she is accountable.

It is a reflection of the present position and will be subject to review and alteration in the event of any future development within the Chaseley Trust. It will be used as the basis for the determination of objectives.