Reception/Administration Assistant

About us

Nic Sproson the Optician is a well established independent Opticans business in Worcester. Our goal is to provide all our Patients with Professional Eyecare and Exceptional Eyewear.

Our work environment includes:

• A modern open-plan work place
• On-the-job training
• Modern equipment
• Continued investment in the workplace

Job Overview:

We are seeking a highly organized and detail-oriented Reception Administrative Assistant to join our small team. This is an ideal opportunity for a motivated and experienced administrator to play a crucial role in supporting our daily operations and ensuring an efficient and smooth workflow.

You will be job sharing this role and work as part of a busy team.

As the first point of contact with patients you must be well presented, and able to work under your own initiative and prioritise your workload while being patient focused to run the front of house administration. You will have strong communication skills and the ability to take on information quickly and work proactively, flexibly and positively. You will be an expert at multi-tasking.

You will have excellent skills in Microsoft Office (Word and Excel) and an understanding of databases. Full training will be given on our bespoke patient management system.

You will be responsible for responding to patient enquiries, appointments, correspondence, maintaining and updating patient accounts, cash handling, stock control and ensuring back-up procedures are followed.

You will be meticulous, precise and organised with at least 3 years of proven administration experience. You must have a high degree of literacy and numeracy.

Working regular hours in the Practice (up to a maximum of 30 hours) which are spread across a maximum of 4 days per week, including one evening per week and alternate Saturdays.

Duties:

- Perform general clerical duties, including data entry, photocopying, scanning, and filing

- Answer and direct phone calls in a professional and courteous manner

- Greet visitors and provide them with necessary information or assistance

- Manage calendars, book appointments, and coordinate with Optometrists and Dispensing Opticians.

- Prepare and distribute correspondence

- Process referrals and produce any necessary supporting documentation

- Assist with ordering of Contact Lenses, and maintain ordering spreadsheets, and maintain Direct Debit portal.

- Maintain stock inventory and place orders when necessary

- Handle sensitive and confidential information with discretion

Skills:

- Proficient in using Microsoft Office (Word and Excel)

- Excellent typing skills with a high level of accuracy

- Strong data entry skills with attention to detail

- Ability to prioritize tasks and manage time effectively

- Excellent phone etiquette and interpersonal skills

- Strong organizational skills to maintain files and records systematically

- Ability to work independently as well as collaboratively in a team environment

This is an excellent opportunity for someone who is looking to contribute to a small, friendly and dynamic team in a fast-paced and busy environment. If you are organized, detail-oriented, and possess strong administrative skills, we would love to hear from you.

Please note that all positions at our company are paid positions. To apply for this position, please submit your resume along with a cover letter highlighting your relevant experience.

Job Types: Part-time, Permanent

Pay: £11.75-£12.50 per hour

Expected hours: No more than 30 per week

Benefits:

• Company pension
• Store discount

Schedule:

• Holidays
• Monday to Friday
• Weekend availability

Supplemental pay types:

• Performance bonus

Education:

• A-Level or equivalent (preferred)

Experience:

• Customer service: 3 years (required)
• Administrative experience: 3 years (required)

Language:

• English (required)

Work Location: In person

Application deadline: 30/04/2024
Expected start date: 06/05/2024