Reception Administrator - 0.6 FTE - 23 Hours Per Week
Part-time
Mid
Description
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.
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
Criteria Essential Desirable
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
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
Criteria Essential Desirable
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