Receptionist (Part Time 20 Hours Per Week)

Overview

Position Title : Receptionist - part time

Reports to : Research Manager

Positions responsible for : N / A

Key Relationships

Internal - Research team members, CTAs and administration employees, IT team, Quality team, All other NZCR employees

External - Study participants, Visitors and contractors, Courier and postal service providers, Vendors and maintenance contractors, Property manager, Data Pacific, Taxi companies (TaxiCharge, Uber)

Purpose

Advancing Global Health

Values

We Do What's Right, We're In It Together, We Strive for Excellence, We Find Better Ways

Position Purpose

The purpose of this role is to ensure the smooth and efficient day to day running of the office and reception at NZCR.

Responsibilities

Provide courteous and friendly front desk reception services.

Adhere by all COVID precautions as set-up by NZCR policy.

Ask all participants / visitors the COVID-19 questions on entry (if applicable).

Maintain sanitisation of reception area.

Ensure all participants, contractors and visitors adhere to COVID precautions.

Ensure VisTab system is functioning daily :

Maintain VisTab database (additions and removals)

Ensure all study participants and visitors sign in and are redirected to the clinical area or announced to the appropriate staff member.

Upload study participant details and location of appointment to VisTab (via the database).

Assist with Screening Appointment procedures.

Answer telephone, screen, and direct calls as appropriate.

Manage afterhours mailbox system.

Oversee mail deliveries, packages, and couriers, both incoming and outgoing.

Manage taxi booking systems (TaxiCharge and Uber) :

Organize taxi travel for study participants.

Setting up new studies, cancelling completed studies, setting up travel programs and vouchers, monitoring subjects travel and reporting any misuse.

Monitor travel programs and booking processes to ensure it remains current and effective.

Maintain proper stock levels of stationery and staff pantry supplies, purchasing and replenishing as required.

Facilities Management, IT and Security Support

Act as liaison for property manager, vendors, and contractors in all aspects of building and office maintenance work.

Security Support : Liaise with Data Pacific to manage alarm and security issues; Manage alarm codes, staff and door access on Titan security system, issue security swipes to new staff or vendors in line with procedures.

IT Support : Liaise with IT to troubleshoot and log jobs.

Office Administration and Support : Office Administration Support; Other miscellaneous administrative duties as delegated by management; CTA support : filing and archiving.

Support : Update staff database on VisTab, update and distribute staff contact list and extension directory; Conduct Staff Orientation – Reception and general housekeeping; Manage and maintain source folder on S Drive for all staff and ensuring all staff are current in conjunction with SiteDocs / QPulse Administrator.

Quality

Maintain compliance with all New Zealand Clinical Research standards, protocols, and regulatory requirements, adhering to Good Clinical Practice (GCP).

Regularly evaluates, documents, and refines clinical and operational processes to enhance accuracy, consistency, and overall quality.

Assists in training employees in quality standards, policies, and procedures, ensuring all team members understand and implement best practices.

Ensures accuracy, consistency, and currency in all research documentation and reporting, including accurate record-keeping, version control and timely updates.

Workplace Health and Safety

Champions a culture of health and safety, ensuring preventative measures are in place to minimize risk to team members and participant.

Actively identify and report health and safety hazards, accidents, incidents, injuries, and property damage.

Understands and complies with NZCR's Health and Safety policies and procedures.

Maintains adherence to all safety standards and processes.

Commits to personal health and safety at work.

General

Undertaking any other appropriate duties that may be required.

Minimum Position Qualifications

Experience : Relevant experience working in receptionist role; preference for experience in a health care environment or service industry environment.

Knowledge, Skills & Experience - Essential :

Excellent knowledge of Microsoft Office / Outlook software

Excellent communication and interpersonal skills

Good organisational skills – able to work to timeframes and deadlines

Must be self-motivated, well organised, and able to follow carefully defined processes

Meticulous attention to detail

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