Receptionist

OVERALL ROLE OBJECTIVE: Cover reception duties and provide administrative support for Galen.

JOB SPECIFIC RESPONSIBILITIES: The post holder will: 1. Receive, process, and transfer all incoming calls via main switchboard in an efficient manner ensuring all messages are communicated effectively as required. 2. Take messages via the switchboard and relay them to staff promptly as appropriate. 3. Receive and process calls/emails from members of the public or healthcare professionals. These can include medical/quality calls relating to Galen products, all details to be recorded on customer services sheet (CSS) and forwarded to the appropriate department. Reconcile monthly returned portions of the customer service sheet with their originals so that they can identify which queries have been answered or outstanding. Outstanding queries are then to be followed up with the member of staff to whom the query was forwarded originally. This will be done monthly until the matter has been successfully resolved for the customer. 4. Receive visitors in a professional manner. Logging all visitors on our Q Visit system ensuring that they have been issued with a security pass when they arrive at security. 5. Carry out administrative duties as and when required. This will involve photocopying, filing, archiving and generation of documentation/reports etc via Word, Excel etc. 6. Internal/external post duties- operating the franking machine for external post, ensure internal mail is collected and distributed to other buildings and staff. 7. Maintain a clean and tidy reception area. 8. Provide effective and efficient administrative support to other departments, prioritising matters by urgency. 9. Carry out routine daily/weekly checks for emails and switchboard to ensure out of hours message service is on/off. 10. Ensure that Customer Care is highly reflected throughout every aspect of work undertaken. 11. Maintain confidentiality with all work undertaken. QUALIFICATIONS

GCSE (or equivalent) in Mathematics and English Language, Grades A-C

EXPERIENCE

Previous experience within an administrative role KEY SKILLS

Proficiency in the use of Microsoft Office applications (to include Word, Outlook and Excel) Effective communication skills (written and verbal)