Outpatients Administrator
The closing date is 26 April 2026
The Outpatient Reception staff are the first point of contact for patients attending any of the Trust's clinics and staff are expected to demonstrate a high level of professionalism when greeting patients, checking them in for their appointment and answering any queries or questions. Approximately 6500 follow‑up outpatient appointments are booked through the department and over 10,000 patients are checked in each month.
Based on departmental staffing levels, and the needs of the service it may be necessary to visit one of the other trust sites.
Responsibilities
* Liaise with patients, relatives, clinicians and medical secretaries in all departments throughout the Trust to ensure a high quality service.
* Communicate effectively (verbally and non‑verbally) with patients.
* Work in a sometimes challenging environment involving patients who may be highly distressed.
* Ensure data protection, patient confidentiality and other applicable requirements are adhered to at all times.
* Receive and answer telephone calls from patients, relatives, GPs and other sources outside of the Trust, and respond to emails and faxes from patients and other staff members.
* Maintain excellent communications and customer care at all times.
* Greet patients, check and update demographics, direct patients to appropriate areas and elevate any issues to the Supervisor.
* Provide polite and professional first‑class customer care.
* Communicate with all stakeholders to ensure the smooth running of outpatient clinics and adherence to appropriate patient pathways.
* Liaise with specialty coordinators, GP surgeries and dental practices to promote good and efficient lines of communication.
* Work as an effective, responsible team member, supporting each other, highlighting issues and potential solutions, and contribute to team and departmental discussions.
* Work under pressure, flexibly, independently and as part of a team.
* Prioritise all work and handle within agreed time scales.
Person Specification
* Experience in a customer‑facing role.
* Good communication skills.
* Friendly and compassionate.
* Forward thinker.
* Care for others.
* Ability to work under pressure.
* Ability to work independently and as part of a team.
* Commitment to confidentiality and data protection.
* Adaptability to changing environments.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer
Hampshire Hospitals NHS Foundation Trust
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