Job Description

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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:


8am to 11.30


4pm to 7.30


Saturday and Sunday


8am to 7.30


Total hours required 39.5

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Key Responsibilities

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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.
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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.
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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.
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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.
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Person Specification

Criteria Essential Desirable

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