Outpatient Administrator / Reception
The closing date is 12 April 2026
While we welcome all applications from all suitable candidates, unfortunately, we will not be offering sponsorship for this role.
An opportunity has arisen for a full-time Outpatient Administrator to join the Trust's Community Mental Health Services Team, based at Civic Offices in Borehamwood, Hertfordshire.
The successful candidate will contribute to the provision of a comprehensive, efficient and effective administrative service, working alongside the current admin team. Duties include working with service users and visitors, supporting team leaders and clinical staff with day-to-day administration tasks including appointment diary administration, room bookings, database management and use of the Trust's systems. The post holder is expected to work independently, apply a high degree of confidentiality and undertake non-routine duties without direct supervision.
Job responsibilities
* Responsible for the smooth running of the outpatient clinics, providing support to clinicians holding clinics.
* Ensure accurate data is registered on EPR (Paris) and produce data for audits when requested.
* Handle telephone calls promptly and professionally, maintaining confidentiality and promoting the Trust’s corporate image.
* Manage the web-based Room Bookings system, diary management during outpatient clinics.
* Record clinic outcomes onto Paris (EPR); training provided.
* Answer all incoming calls and deal with queries appropriately.
* Ensure all correspondence is accurately presented using current methodologies and medical terminology.
* Complete non‑routine tasks daily using knowledge and experience to meet team needs.
* Update skills and attend mandatory training.
* Demonstrate excellent IT skills, a good working knowledge of Microsoft Office applications and accurate typing.
Person Specification
Education / Qualification
* Good level of education/GCSE incl. English Language/ Numeracy
* ECDL or equivalent
* NVQ II/RSA II
* Courses relevant to the post
Skills & Knowledge
* Knowledge of office procedures, good language skills
* Proficiency in Outlook, Word & Excel, knowledge of EPR systems
* Evidence of good organisational skills; prioritising workload under pressure within agreed guidelines
* Evidence of exercising initiative, tact and judgement / decision making
* Appreciation of confidentiality / Confidentiality Act
* Evidence of teamwork / team tasks undertaken
* Knowledge of the Trust values and behaviours: kind, welcoming, positive, respectful and professional
Skills
* Evidence of customer service / reception skills
* Evidence of customer service / reception skills
* Keyboard skills / additional skills appropriate to the post
Communication Skills
* Evidence of effective communication under pressure
* Ability to deal with challenging behaviour / barriers to communication
* Additional communication skills appropriate to the post
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 name
Hertfordshire Partnership University NHS Foundation Trust
Address
Civic offices, Elstree Way, Borehamwood, WD6 1WA
£26,240 to £27,928 a year per annum, pro rata (Inclusive of 5% HCAS)
Contract
Permanent
Working pattern
Full-time
Reference number
367-ACMS-10094
Job locations
Civic offices, Elstree Way, Borehamwood, WD6 1WA
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