Client Services Administrator

Do you have previous experience in a customer facing role? Do you strive to deliver the very best Customer Service? We are looking for a Client Services Administrator to join our client who are based just west of Cambridge City Centre.

The Client Services Administrator is the first point of contact and will aim to provide a first-class customer service, rotating between front desk and telephone to provide all front-of-house services. You will be responsible for receiving incoming calls and emails, processing payments, booking appointments, liaising with internal personnel and external customers.

Applicants will need to be able to demonstrate experience of working in a busy administrative role, along with first class Customer Service skills. You will need to be flexible and adaptable to meet the needs of the business and be a competent user of computer systems and databases.

PLEASE NOTE as part of this role, you will come into contact with animals, so you must not have a physical or emotional response which precludes this.

The working hours are Monday-Friday 8.45am-5.00pm and you will be office based. Parking is available and the office is also easy to access via public transport.

As a Client Services Administrator, your principal responsibilities will include to:

• Greet clients and visitors, book in arrivals and discharge patients. Process the relevant paperwork with clients, including arrival forms and visitor questionnaires and check patient details held are correct on the system
• Keep the reception area clean and tidy, ensuring adequate stocks of all forms and consumables
• Deal with the incoming post
• Ensure payment spreadsheets are kept up to date, electronic filing has been completed and consent forms uploaded
• Ensure that clients are fully informed of the payment policy specifically at telephone and/or on-site registration
• Process payments and refunds. Accurately record client credit card data, maintaining strict adherence to payment regulations
• Reconcile monies for end of day banking. This will include cash, cheques, credit cards, BACS and E-sales receipts
• Liaise with Service Administrators and deal with any queries from staff and students
• Compile, print and display appointment schedules daily in advance
• Stock consultation rooms with forms daily, prior to appointments
• Respond to telephone enquiries and referrals. Obtain detailed clinical information (which is often complex) and allocate to appropriate discipline. Liaise with Service Administrators to assess urgency of referral
• Respond to telephone enquiries about general clinical processes and liaise with Service Administrators regarding further appointments or invoice/insurance queries.
• Respond to telephone enquiries from insurance companies requiring additional information to consider clients claims
• Manage the shared email inbox, responding to all incoming emails in a timely manner
• Provide holiday support for reception at affiliated clinic

The successful candidate will be able to demonstrate:

• Experience of working in a busy administrative role
• Evidence of customer service focus - this role often deals with people at a heighten state of stress so empathy as well as being professional and courteous is required
• Able to prioritise own workload and use own initiative
• Attention to detail
• Excellent communication skills are required with the ability to work with staff at all levels of the organisation.
• Positive "can do" attitude and a proactive approach to troubleshooting and problem solving
• Demonstrate close attention to detail and a high level of accuracy in all areas
• The ability to prioritise work, plan logically and keep to strict deadline, work without supervision as well as working co-operatively with others as part of a team
• Flexible attitude to change and processes as business develops
• Competent in Microsoft software packages e.g. Word, Excel and Outlook
• Some weekend working may be required in this role and compensation will be awarded in accordance with working anti-social hours

To apply for the role of Client Services Administrator, please send a covering letter together with a copy of your CV in MS Word