Main area Administrator, Receptionist Grade NHS AfC: Band 3 Contract Permanent Hours Full time - 37.5 hours per week (This post will be based on site and work Monday to Friday) Job ref 293-EMRS1-0541
Employer Homerton Healthcare NHS Foundation Trust Employer type NHS Site Locomotor Service, St Leonards Town London Salary £30,546 - £32,207 per anum Salary period Yearly Closing 29/01/2026 23:59
Band 3 Administrator and Receptionist
NHS AfC: Band 3
Advert
Job overview
We are looking for an administrator to join our team to make a difference, helping patients to be treated sooner for their physiotherapy or pain problem.
You will play a key administrative role in validating our waiting list, making sure that waiting list details are correct, removing duplicates and ensuring patients are efficiently directed to the appointment that's right for them, helping us to bring down our waiting list.
As well as helping patients over the phone, you will also spend some of your day meeting patients face to face at our busy reception desk, dealing with queries and booking appointments.
You will be based on site at St leonards and work closely with our administration team, physiotherapists, pain clinicians and colleagues in the telephone booking team.
Please note that applications completed using AI will be at a disadvantage
Interviews will be held face to face at St Leonards N1 5LZ
Main duties of the job
To validate waiting lists for physiotherapy and pain service
To filter waiting lists into appropriate appointment categories according to criteria defined by band 8 clinicians.
Work closely with Homerton booking service (the clinical assessment service CAS), p hysiotherapy and pain leads, to ensure available appointments are communicated and fi l led
Book patients into introductory sessions, waiting lists events, groups, classes and unfilled urgent appointments by electronic communication and phone
Monitor appointments to ensure appointment slots are filled and regularly update managers on waiting times and filling of appointments
To provide a professional ‘front of house’ service to the Locomotor and Pain services at St Leonard’s.
To be responsible for communicating face to face and on the telephone, with the general public and health care professionals from both within and outside the service.
To be responsible for the administration and problem solving that relates to the patient appointment systems.
To be independently responsible for organising the Homerton advocacy service input as and when required to maximise patient care.
To be independently responsible for the day to day running of the physiotherapy outpatient service reception area.
Working for our organisation
Homerton Healthcare NHS Foundation Trust is a high performing and flourishing organisation serving the population of Hackney, East London, The City and beyond.
We are extremely proud of the fact that Homerton Hospital has recently attained the highest possible rating of "Outstanding" from the Care Quality Commission (CQC).
Our integrated Trust provides comprehensive hospital and community health services for its local population and a range of specialist services for a wider group of patients. In addition, the Trust manages services out of St Leonard's Hospital and the Mary Seacole Nursing Home.
Homerton aims to ensure equality and value diversity, and we are committed to inclusion for all of our staff. This is reflected in our policies, procedures and People Plan. All of our staff are expected to embody our Trust values at all times.
We are also committed, through our Fair Recruitment Standards, to ensuring all applicants are treated fairly.
Homerton has a proud tradition of supporting and developing its staff, including its well-regarded and valued nursing community, and all staff are able to take advantage of a great range of benefits.
Homerton is proud to have been included on the HSJ & Nursing Times Best Places to Work list.
Detailed job description and main responsibilities
The post holder will be working in a challenging socio-economic environment, involving clients who may be highly distressed, and those from culturally diverse backgrounds.
Communicate effectively (both verbally and non-verbally) with clients where there will often be barriers to effective communication, e.g. language problems, cultural differences, loss of hearing, pain and fear.
Administrative Duties
Answering telephone calls in a timely and appropriate manner. Passing on accurate and complete messages.
Dealing with queries and / or giving appropriate information to the general public, patients, doctors and other health professionals.
Promptly solving problems as they arise and keeping people informed of the outcome.
Manage and maintain the integrity of the computerised patient database system in conjunction with other administrative staff.
Working as part of the administration team and offering support to other parts of the service if required .
Independently responsible for inducting new staff members to the reception desk systems being perceptive to individual staff needs.
Attending training, weekly staff meetings and other meetings that enable to post holder to keep up to date with policies, procedures and other developments.
To take part in the appraisal scheme by setting performance objectives and being actively involved with review meetings.
To answer therapist queries quickly and efficiently.
The post hold will be responsible for ensuring that all department photocopiers are kept in good working order. They will also be expected to maintain stock levels of all replacement consumable parts and order new to maintain stock levels.
The post holder will be responsible for maintaining department stationary levels
The post holder will be responsible for sending out the “First Did Not Attend” letters to both patients and referrers
The post holder will be responsible for maintaining the integrity of patient notes and the safe storage of such in line with the Information Governance Policy
The post holder will assist the Deputy Head of service in the collection and inputting of patient satisfaction surveys and patient comments and suggestions for monthly reporting purposes.
To be independently responsible for organising transport for follow up appointments and booking patients ready via the transport services electronic booking system.
The post holder will be expected to monitor record and audit the department use of the transport service and should be familiar with the key performance indicators.
To be responsible for supporting therapist’s use of the RIO database.
Any duties as may be reasonably required by the Operational Manager Clinical Assessment Service, or any other Senior Manager.
Other Job Duties
This job description outlines the current main responsibilities of the post. However the duties of the post may change and develop over time and this job description may, therefore, be amended in consultation with the postholder.
Person specification
Qualifications
* Qualifications
Skills & Abilities
* Communication skills. Organisation, Problem solving, prioritising, team, coping, work under pressure, can doo
Experience
* Admin experience, working with public, computer data base
* Healthcare issues within inner city. Booking systems
Other
* Values
General Guidance for Applicants
Please ensure that you read the "Guidance Notes On Submitting An Application" under "Additional Documentation" before completing your application.
Please note: we reserve the right to expire vacancies prior to the advertised closing date once a sufficient number of applications have been received.
We are committed to achieving equality and inclusion at Homerton Healthcare NHS Foundation Trust, and we respect and value the diversity and differences of our patients and our people, ensuring everyone is enabled to thrive, feels a sense of belonging, and is able to be their authentic self. We offer a range of flexible working options that enable you to balance your work and personal life, including part-time, compressed hours, remote working and job-shares.
If you are interested in joining our team, please let us know your preferred working pattern in your application, and we will consider all requests for flexible working and try to accommodate them wherever possible.
Please note that secondment arrangements will be considered for any fixed term positions, with the agreement of the existing line manager.
We are committed to equal opportunities, and have been approved as a Disability Confident Employer.
Employer certification / accreditation badges
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
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