Job information
Location: Weybridge, England, United Kingdom
Client / Employer: Occupop
Job reference: e2be981a25b3216f521b749b67a4c9cf
Listing type: Basic
EU work permit required: No
Posted: 20.05.2026
Role Purpose
This position plays a critical role in a front‑of‑house setting ensuring a customer focused approach, supporting and maintaining processes and systems to support the reception and administrative function. The role holder will participate in the day‑to‑day reception/administrative functions, delivering the service in a friendly, keen, professional manner. You will demonstrate a proficient communication of English language, in a diverse multi‑cultural environment. You will be a proactive lead who will contribute to the success of the business objectives in a high‑quality setting.
Responsibilities
1. Admin Management
* Oversee the daily operations of reception to ensure smooth running of services.
* Review diaries daily and ensure clinicians are aware of any available slots with a view to fill the gaps.
* Manage scheduling for clinicians and admin staff to optimise productivity and patient flow.
* Maintain a safe, clean, and organised working environment in line with health and safety standards.
* Ensure the practice has the necessary medical supplies, equipment, and IT systems in place for efficient functioning.
* Ensure the admin team provides a high‑quality patient experience by maintaining excellent service standards.
* Advocate high standards of customer care and create a positive and proactive approach to customer service.
3. Compliance and Regulations
* Ensure the administrative staff comply with all relevant healthcare regulations, including CQC (Care Quality Commission) standards, if applicable.
* Ensure patient data is managed in compliance with GDPR and other applicable data protection laws.
* Ensure administrative staff follow appropriate procedures to ensure a safe working environment.
* Assist in regulatory audits.
4. Strategic Planning and Development
* Work with the Centre Manager to develop and implement strategic plans, focusing on growth and sustainability.
* Identify opportunities to expand services, improve efficiency, and enhance the quality of care.
* Regularly review and report on performance, identifying areas for improvement.
* Maintain and develop relationships at all levels within the team, colleagues and referrers.
Person Specification
Qualifications & Education
* Good standard of general education, including English language proficiency suitable for a front‑of‑house, patient‑facing role.
Experience
* Previous experience working in a reception, administrative, or front‑of‑house role.
* Experience providing high‑quality customer service in a professional environment.
* Experience managing diaries, scheduling, or coordinating appointments.
* Experience working in a fast‑paced environment with competing priorities.
* Experience supporting or supervising administrative processes or teams.
* Excellent verbal and written communication skills, with the ability to communicate confidently in a multicultural environment.
* Strong organisational and time‑management skills with attention to detail.
* Ability to manage and prioritise workloads to ensure smooth day‑to‑day operations.
* Proactive, solution‑focused approach with the ability to identify and resolve issues.
* High level of customer care skills with a patient‑centred mindset.
* Competent IT skills, including use of administrative systems, scheduling software, and Microsoft Office.
* Ability to maintain confidentiality and handle sensitive information appropriately.
Knowledge
* Understanding of data protection principles and confidentiality (GDPR).
* Awareness of health and safety requirements in a workplace environment.
* Understanding of safeguarding responsibilities and professional boundaries.
Personal Attributes
* Professional, friendly, and approachable manner.
* Reliable, flexible, and able to work independently as well as part of a team.
* Demonstrates initiative and leadership qualities.
* Committed to maintaining high standards and enabling improvements.
Staff would need to be available to work Saturdays, minimum of 1 per month and be on call on Sundays one a month and available to work should we open longer in the future.
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