Administrator - Healthcare Environment
Please note that this is a Bank position, 0 hours contract to cover sickness and annual leave of our permanent staff
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.
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 optimize productivity and patient flow.
Maintain a safe, clean, and organized 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.
2. Patient Experience
Ensure the admin team provides a high-quality patient experience by maintaining excellent service standards.
To be an advocate and demonstrate 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 the performance identifying areas for improvement.
Maintain and develop relationships at all levels within the team, colleagues and referrers.
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.
Person Specification
Essential Criteria
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
Skills & Competencies
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 continuous improvement
Desirable Criteria
Experience
Experience working in a healthcare, clinical, or regulated environment
Experience managing or supervising administrative staff
Experience supporting recruitment, onboarding, or staff training
Experience assisting with audits, inspections, or compliance reviews
Knowledge
Knowledge of CQC standards and healthcare regulatory requirements
Familiarity with clinical or healthcare IT systems
Understanding of healthcare operations, patient pathways, or medical services
Additional Skills
Ability to build and maintain effective working relationships with clinicians, managers, and external referrers