Job Purpose
To provide an efficient, professional, and welcoming reception and administrative service to patients, clinicians, and visitors. The Clinical Administration Receptionist plays a key role in ensuring the smooth running of the clinic by managing patient appointments, maintaining accurate records, and supporting the clinical and administrative teams in delivering high‑quality patient care.
5 days per week, 4 hours per day Monday to Friday, shift patterns variable across the week:
* 8 am to 11.30 am
* 4 pm to 7.30 pm
* Saturday and Sunday: 8 am to 7.30 pm
Total hours required: 39.5
Key Responsibilities
Reception Duties
* Greet patients and visitors in a courteous, professional, and empathetic manner.
* Manage patient check‑ins and check‑outs efficiently.
* Answer telephone calls promptly, dealing with enquiries or redirecting as appropriate.
* Schedule, confirm, and amend patient appointments using the clinical booking system.
* Ensure confidentiality and sensitivity when dealing with patient information.
* Manage incoming and outgoing correspondence, including emails, letters, and faxes.
* Maintain the reception area to a high standard of cleanliness and organisation.
Administrative Support
* Input, update, and maintain accurate patient records on the clinical system.
* Process referrals, test results, and other clinical documentation as required.
* Support clinicians with administrative tasks, such as preparing notes or follow‑up letters.
* Handle requests for repeat prescriptions (if applicable) according to practice protocols.
* File and scan documentation accurately and in a timely manner.
* Assist in the preparation of reports, audits, and administrative projects.
Teamwork and Communication
* Work collaboratively with the clinical, administrative, and management teams.
* Communicate effectively with external agencies, hospitals, and other healthcare professionals.
* Participate in team meetings, training sessions, and appraisals.
* Provide cover for colleagues during absences or busy periods.
Compliance and Confidentiality
* Adhere to data protection (GDPR) and patient confidentiality regulations at all times.
* Follow infection control, health and safety, and safeguarding policies.
* Report any incidents, concerns, or breaches promptly in line with policy.
* Ensure compliance with organisational and NHS guidelines where applicable.
Person Specification
Qualifications
* GCSEs (or equivalent) including English and Maths; NVQ Level 2/3 in Business Administration or Customer Service.
Experience
* Previous reception or administrative experience.
* Experience in a healthcare or clinical environment.
Skills
* Excellent communication and interpersonal skills; strong IT and typing skills; attention to detail; ability to multitask.
* Knowledge of clinical software systems.
Personal Qualities
* Professional, reliable, and empathetic; maintains confidentiality; works well under pressure; team player.
* Flexible and adaptable to change.
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