Reception Officer Canterbury - 1 Year Fixed Term Contract
Spencer Private Hospitals are looking to recruit afriendly, welcoming, and enthusiastic Reception Officer on a one year fixed term contract to join a motivatedadministration team that delivers outstanding customer service to a variety ofself-pay, private medical insured, and NHS patients. You will need to beflexible, have a good telephone manner, excellent face to face interpersonalskills, an ability to prioritise workloads and demonstrate team work to besuccessful in this role. The role is based at our Canterbury site, but will beexpected to travel to Ashford and Margate on a small number of occasions, asneeded and directed. The role is full time, 37.5 hours/week. There will be therequirement to work weekends as clinics dictate on a rota with the team.Enhancements of 30% for Saturday working and 60% for Sunday working is appliedfor any weekend working.
Interview date: 24th March 2026 (Interviews to be held at our Head Office, Almond House)
Main duties of the job
To provide a professional, welcoming andpolite reception service for all visitors and staff. To filter and direct callsaccordingly in a calm and timely manner, whilst assisting with the other daily receptiontasks in line with the requirements of the role.
About us
Spencer Private Hospitals recognise and value all their staff and are committed to developing a well-trained and flexible workforce.
Staff wellbeing is a priority for the organisation with some perks of employment being -
* Free on-site staff carparking
* Staff discount for treatments
* Investment in staff training
* Annual salary increment
* Additional benefits available in line with our NHS colleagues
We are also fortunate enough to be based in East Kent, arguably one of the most beautiful parts of the UK, often boasting the best weather due to our close proximity to Western Europe and is aptly know by the missive `the Garden of England. We are a short hop across the channel to France with the added bonus of fast rail connections to Europe, London and surrounding areas. The availability of high-quality schools which support grammar school education as well as academy and private schools are all available within the locality.
Our CQC report has a rating of Good and we are now on an improvement trajectory to Outstanding.
Job responsibilities
JobPurpose
To provide a professional, welcoming andpolite reception service for all visitors and staff. To filter and direct callsaccordingly in a calm and timely manner, whilst assisting with the other daily receptiontasks in line with the requirements of the role.
KeyRelationships
Linemanager is Reception Team Leader
Workin close liaison with Outpatients, Ward and Bookings Team
Noline management responsibilities
Liaisonwith Ophthalmology Engagement Team
Liaisonwith Medical Secretaries
KeyResponsibilities
Effectively bill patients fortreatments within out-patient department and update patients accountaccordingly
Complete outcomes for allpatients correctly ensuring all patients are added to the correct waitinglist or marked as discharged
Adjust where necessary billingepisodes to reflect correct charging
Provide quotes for procedures toself-pay customers within 48 hours of request
BusinessDevelopment
Develop in depth serviceknowledge and offer information about our services to our clients
To participate in the annual review of departmentalpolicies and procedures to ensure they reflect good practice
Work towards retaining external ISO9001/2015 andISO1401/2015 accreditation and participate with Investors in People
Quality
Meet and great clients in awarm, friendly and professional manner
Answer, screen and directtelephone calls, take and communicate accurate messages in a polite andprofessional manner
Handle enquiries from existing and prospectiveclients professionally with digression
Responsible for maintaining the check in list andreception area throughout the day
To assist in resolving patient complaints andforwarding issues that are not relating to reception to relevant head ofdepartment
Effectively manage all administration tasks considered necessary for the smoothrunning of the department i.e. sending appointment letters, sending emails,requesting results etc.
Investigateand resolve queries and discrepancies, reporting findings to relevant partiesas per SPH policies and procedures
To provide continuous feedback to management toachieve excellence in service
Workforce
To participate in in-housetraining sessions and attend meetings and discussions when required
To support the Outpatient Teamas and when required
To support the Ophthalmology EngagementTeam and Bookings Team as and when required
Other general ad-hocadministration duties as and when required
It is the aim of the hospital to ensure that no jobapplicant or employee receives less favourable treatment on the grounds of age,sex, race, colour, nationality or ethnic or national origins, or is not placedat a disadvantage by conditions or requirements which cannot be shown to bejustifiable. To this end, the hospitalhas an Equal Opportunities Policy and it is for each employee to contribute toits success.
Health & Safety
All Employees must be aware of the responsibility placed onthem under the Health and Safety at Work Act (1974), to ensure that the agreedsafety procedures are carried out to maintain a safe environment for employeesand visitors. Individual employeesshould also refer to specific health and safety requirements within their ownjob descriptions.
Data Protection
If required to do so, to obtain, process and/or useinformation held on a computer or word-processor in a fair and lawful way. To hold data only for the specific registeredpurpose, and not to use or disclose it in any way incompatible with suchpurpose. To disclose data only toauthorised persons or organisations as instructed by Spencer Private Hospitals.
Customer Care
It is the aim of the hospital to provide patients andclients with the best possible care and service. In order to meet this aim all of our staffare required, at all times, to put the patient or client first and do theirutmost to meet their requests and needs courteously and efficiently.
Confidentiality
To ensure that confidential information is not disclosedabout Spencer Private Hospitals (including information regarding patients andstaff) to any unauthorised member of staff, or to anyone outside the employmentof Spencer Private Hospitals.
This job description is intended toreflect, the responsibilities of the post holder, which may changeover time with corporate or local business needs of Spencer PrivateHospitals. It will therefore be subjectto periodic review and amendment in the light of changing circumstances andfollowing consultation with the post holder.
Person Specification
Other
* Ability to travel between sites
Personal Attributes
* Polite and confident telephone manner
* Organised and methodical in approach
* Team Player
* Ability to act on own initiative
* Self-motivated
* Outgoing personality
* Flexible approach
* Previous experience of working in a team
Skills
* Excellent knowledge of Microsoft Packages
* Proven track record of delivering service beyond all expectations
Experience
* Proven experience working with the public both over the phone and face to face
* Knowledge/experience in a healthcare/medical environment
* Experience of booking appointments
* Previous experience of health industry software e.g. Compucare/Patient Centre
Qualifications
* Maths and English (GCSE or equivalent) grade C or above
* NVQ 2 or 3 in Customer Services
* IT Qualification
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.
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