About the Role
As a Receptionist and Administrator, you will be the face and voice of Vita Health Group. Acting as an extension of the firm's brand and core values, you will welcome patients to the clinic and undertake all administrative tasks required to ensure the smooth running of our Private Physiotherapy Department and clinic. This role is integral to the team, supporting patients, clinicians, and clinic operations throughout all our sites.
Responsibilities
* Manage your own activities and ensure they are completed in a timely manner.
* Identify and coordinate escalation of any issues.
* Work closely with administrative colleagues and clinicians to resolve patient queries.
* Perform ad‑hoc duties to support the Reception and Administration function.
* Welcome all visitors to the clinic and ensure patients are appropriately briefed and prepared for their appointment.
* Maintain appointment diaries, booking appointments correctly.
* Liaise with patients regarding payment of treatments, processing cash and card payments.
* Update patient information and add adequate notes to records as required.
* Ensure the reception and waiting area is tidy and presentable.
* Complete daily reception tasks such as inputting new patient data, scanning and restocking rooms.
* Communicate with clinical staff when a patient is late, needs to reschedule, or when clinical staff are running late.
* Open and close clinics.
* Answer incoming telephone calls in a professional manner.
* Monitor and manage voicemails and e‑mails, ensuring timely responses.
* Accurately process referrals and contact patients via phone and email to book appointments.
* Send clinical letters and reports by post and/or electronically.
* Meet KPIs: accurate daily banking, scanning within 24 hrs, actions on PPS within 24 hrs, e‑mail responses within 24 hrs, observation or evaluation score of 90 % or higher.
Qualifications & Requirements
* Ability to work within a team and prioritize customer needs.
* Experience processing cash and card transactions is advantageous.
* Excellent written and spoken communication skills.
* Strong administrative skills with exceptional attention to detail.
* Ability to use own initiative and adapt to changing priorities.
* Ability to work independently and problem‑solve when lone working.
* Proficiency in Microsoft 365 and general IT skills.
* Experience dealing face‑to‑face with the public is preferable.
* Previous reception experience is advantageous.
EEO & Diversity Statements
* We are a Mindful Employer and a Disability Confident Leader, treating all disabled candidates fairly throughout the recruitment process.
* Our Ethnicity Matters Scheme considers senior roles (£40,000+) for candidates from minority ethnic groups who meet essential criteria.
* Our Gender Matters Scheme considers senior roles (£60,000+) for women who meet essential criteria.
* We support the Armed Forces Covenant, promote a menopause‑friendly environment, and contribute to the Employer with Heart Charter.
* We meet NHS Equality Delivery System, Workforce Race Equality Standard, and Workforce Disability Equality Standard requirements.
* We provide access to health and wellbeing services, including a Mental Health Advocates programme and an Employee Assistance Programme.
* We maintain a “speaking‑up” culture facilitated by Freedom to Speak Up Guardians.
* We treat transgender individuals with dignity and are open to discussing reference requests with HR (hr@vhg.co.uk).
Contact
Please note all applicants must be legally entitled to work in the UK and all positions are subject to a DBS check. If you wish to discuss any adjustment or assistance for the application or interview process, contact recruitment@vhg.co.uk. For general queries, use hr@vhg.co.uk.
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