Job Description

An exciting opportunity has arisen to join our dedicated Pain Management Team as a Receptionist/Administrator, supporting the smooth and efficient running of our clinic.
About the Role:
As the first point of contact for patients and visitors, the successful candidate will be the first point of contact for patients, their families and other visitors. This position requires excellent communication and organisational skills, as you will be responsible for a range of administrative and reception duties, including but not limited to:
Greeting and checking in patients for appointments and treatmentsHandling telephone and face-to-face queries with empathy and efficiencyBooking and managing new and follow-up appointmentsCommunicating messages between patients and clinical staffMonitoring and maintaining department stock levelsSupporting general administrative tasks to ensure smooth clinic operations
Additional Responsibilities:
The ideal candidate will hold a Care Certificate, as they may be required to provide cover for the clinic's Healthcare Assistants (HCAs) when needed, under the direction of senior staff.
Main duties of the job
About the Role:
As the first point of contact for patients and visitors, the successful candidate will be the first point of contact for patients, their families and other visitors. This position requires excellent communication and organisational skills, as you will be responsible for a range of administrative and reception duties, including but not limited to:
Greeting and checking in patients for appointments and treatmentsHandling telephone and face-to-face queries with empathy and efficiencyBooking and managing new and follow-up appointmentsCommunicating messages between patients and clinical staffMonitoring and maintaining department stock levelsSupporting general administrative tasks to ensure smooth clinic operations
Additional Responsibilities:
The ideal candidate will hold a Care Certificate, as they may be required to provide cover for the clinic's Healthcare Assistants (HCAs) when needed, under the direction of senior staff.
What We're Looking For:
Strong interpersonal and communication skillsAbility to multitask and remain calm under pressureExperience in an NHS healthcare environment is essentialA proactive and flexible approach to workA valid Care Certificate (essential)
This is a fantastic opportunity for someone who is passionate about patient care and enjoys working in a dynamic clinical environment.
About us
CHFT is an integrated Trust of 6,500+ colleagues providing hospital and community services to patients and communities across Calderdale and Kirklees. We are rated as 'Good' by the Care Quality Commission, are a top performing Trust for Elective Recovery, Emergency and Cancer Care and widely acknowledged as a national digital lead when it comes to caring for people across our local and regional systems.
Our people are at the core of everything we do, hence our commitment to One Culture of Care. Our focus is to care for and support each other in order to provide outstanding compassionate care to our patients. That is why we are looking for an inclusive collaborative, creative, innovative and compassionate leader to join us in this role.
Details
Date posted
12 September 2025
Pay scheme
Agenda for change
Band
Band 3
Salary
24,937 to 26,598 a year per annum, pro rata
Contract
Permanent
Working pattern
Part-time
Reference number
372-SURG1980-A
Job locations
CRH
Halifax
HX3 0PW
Job description
Job responsibilities
Maintain effective working relationships with all staff.
Attend the reception area giving a polite, professional service.
Assist with the planning of Pain clinics and lists ensuring they are fully utilised, thereby ensuring all national and local guidelines on waiting list key standard targets are met. Share knowledge and experience with colleagues to ensure clinic efficiency.
Arrange admission with patients and send out accurate appointments/admission/procedure information, book transport/interpreters where necessary.
Ability to work on own initiative and make decisions within written guidelines, sometimes without reference to others. Must be able to make last minute changes to clinics, admissions/theatre lists to ensure full utilisation of time.
Offer advice and support to colleagues and demonstrate duties to new members of staff.
Must be proficient in the use of computers and microsoft word, ideally would have knowledge of Cerner and the recording and reporting of data, maintaining good housekeeping and quality of data output.
Dealing with results and reports of investigation as necessary.
Ordering of stationary/equipment and maintenance of adequate stock levels
Preparation of medical case notes for all pain patients as needed.
Data collection and input of activity on EPR system.
To have the ability to remain calm at all times and to be able to deal with verbal/aggressive abuse from patients/relatives in a professional manner.
Knowledge of a range of administration procedures and an understanding of medical terms including pain terminology.
Attend the reception area giving a polite, professional service.
Dealing with telephone calls internal and external from wards, patients, general practitioners and the general public whilst exercising judgement to ensure that all relevant personnel are given necessary information.
General office duties, photocopying etc.
Must be able to provide cover for colleagues in the department i.e. sick/annual leave or excessively busy times, ensuring smooth running of the department including HCA.
To ensure that you are flexible in your approach to working.
To complete an incident form if the need arises.
To ensure that the Clinical Pain Service Manager/ Band 6s are informed if there is a system fault or any potential risk related problem.
To assist the Clinical Service Manager with the training of new staff members and to shadow/mentor them as part of their Induction and training programme.
Ensure that confidentiality is maintained at all times.
Be responsible for highlighting any Health & Safety issues to the Clinical Service Manager.
Ensure that Calderdale and Huddersfield NHS Foundation Trust policies and other regulations are applied as appropriate.
Any other duties, which are delegated appropriate to the post.
Clinical Duties
Supporting the clinic staff when staff shortages in HCA role or as required to by Band 6/ Manager Job description
Job responsibilities
Maintain effective working relationships with all staff.
Attend the reception area giving a polite, professional service.
Assist with the planning of Pain clinics and lists ensuring they are fully utilised, thereby ensuring all national and local guidelines on waiting list key standard targets are met. Share knowledge and experience with colleagues to ensure clinic efficiency.
Arrange admission with patients and send out accurate appointments/admission/procedure information, book transport/interpreters where necessary.
Ability to work on own initiative and make decisions within written guidelines, sometimes without reference to others. Must be able to make last minute changes to clinics, admissions/theatre lists to ensure full utilisation of time.
Offer advice and support to colleagues and demonstrate duties to new members of staff.
Must be proficient in the use of computers and microsoft word, ideally would have knowledge of Cerner and the recording and reporting of data, maintaining good housekeeping and quality of data output.
Dealing with results and reports of investigation as necessary.
Ordering of stationary/equipment and maintenance of adequate stock levels
Preparation of medical case notes for all pain patients as needed.
Data collection and input of activity on EPR system.
To have the ability to remain calm at all times and to be able to deal with verbal/aggressive abuse from patients/relatives in a professional manner.
Knowledge of a range of administration procedures and an understanding of medical terms including pain terminology.
Attend the reception area giving a polite, professional service.
Dealing with telephone calls internal and external from wards, patients, general practitioners and the general public whilst exercising judgement to ensure that all relevant personnel are given necessary information.
General office duties, photocopying etc.
Must be able to provide cover for colleagues in the department i.e. sick/annual leave or excessively busy times, ensuring smooth running of the department including HCA.
To ensure that you are flexible in your approach to working.
To complete an incident form if the need arises.
To ensure that the Clinical Pain Service Manager/ Band 6s are informed if there is a system fault or any potential risk related problem.
To assist the Clinical Service Manager with the training of new staff members and to shadow/mentor them as part of their Induction and training programme.
Ensure that confidentiality is maintained at all times.
Be responsible for highlighting any Health & Safety issues to the Clinical Service Manager.
Ensure that Calderdale and Huddersfield NHS Foundation Trust policies and other regulations are applied as appropriate.
Any other duties, which are delegated appropriate to the post.
Clinical Duties
Supporting the clinic staff when staff shortages in HCA role or as required to by Band 6/ Manager
Person Specification
QUALIFICATIONS / TRAINING
Essential

• Minimum of RSA II typing / Word processing skills or equivalent
• Educated to GCSE Maths & English or equivalent
• Motivation to develop the role and themselves within the role
• Care Certificate

KNOWLEDGE, EXPERIENCE & EXPERTISE
Essential

• Good keyboard skills
• Knowledge of medical terminology, preferably in the field of Pai
• Excellent computer skills with knowledge of Word and Excel
• Experience of dealing with the public within a reception area
• Experience booking appointments
• Experience of working with EPR

Desirable

• Previous NHS experience
• Experience of managing a waiting list

COMMUNICATION AND RELATIONSHIPS (INCLUDING MANAGEMENT RESPONSIBILITIES)
Essential

• Good communication and written skills
• Must be accurate and be able to meet deadlines
• Good organisational skills
• Ability to maintain a satisfactory level of attendance

Person Specification
QUALIFICATIONS / TRAINING
Essential

• Minimum of RSA II typing / Word processing skills or equivalent
• Educated to GCSE Maths & English or equivalent
• Motivation to develop the role and themselves within the role
• Care Certificate

KNOWLEDGE, EXPERIENCE & EXPERTISE
Essential

• Good keyboard skills
• Knowledge of medical terminology, preferably in the field of Pai
• Excellent computer skills with knowledge of Word and Excel
• Experience of dealing with the public within a reception area
• Experience booking appointments
• Experience of working with EPR

Desirable

• Previous NHS experience
• Experience of managing a waiting list

COMMUNICATION AND RELATIONSHIPS (INCLUDING MANAGEMENT RESPONSIBILITIES)
Essential

• Good communication and written skills
• Must be accurate and be able to meet deadlines
• Good organisational skills
• Ability to maintain a satisfactory level of attendance

Skills Required