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SWFT Clinical Services Ltd

Receptionist - Grafton Suit

The closing date is 18 June 2025

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Job summary

As our Receptionist you will be the friendly and professional face of the Grafton Suit, providing Private Healthcare at Stratford Hospital part of South Warwickshire Foundation Trust. You role will be to provide seamless experience for patients and clinical staff alike. Your role will be to work closely with the Business Manager and the Head of Clinical Operations to support the patients journey from initial query onwards. You will also support with the financial processes to ensure a we provide a gold standard service to our clientele.

Main duties of the job

The Grafton Suit (Private Patients) at Stratford Hospital is looking for a Reception staff members for 20 hours per week to join our team of skilled nurses and surgeons providing private health care. The post holder/s will work alongside the Business Manager to ensure seamless delivery of patient care and robust administration.

At present we are looking the post holder to cover the following:

Monday 8.30am to 5pm

Tuesday 1pm to 5pm

Thursday or Friday 8.30am to 5pm

About us

SWFT Clinical Services is a wholly owned subsidiary of the South Warwickshire University NHS Foundation Trust (SWFT). The company provides a number of services such as outpatient pharmacy facilities at Warwick and Stratford and Nuneaton hospitals; estates and facilities management at Stratford hospital, Acorn House and Lillington Health Hub; private patient service and consultancy services to NHS Trusts.

Subject to the Company and individual's performance, an annual discretionary bonus will be awarded.

There is automatic enrolment to the Company pension scheme, with the Company contributing 5%.

A benefits package is available to the appointed candidate upon successful completion of the six month probationary period. This gives access to benefits such as a car lease scheme; Home & Electronics scheme; discounted leisure and travel; retail discounts and a cycle to work scheme.

Where is also access to a 24/7, 365 days a year Employee Assistance Programme to support colleagues who may be facing some tough times or they need extra support with their mental well-being.

Details

Date posted

04 June 2025

Pay scheme

Other

Salary

£24,168 a year Pro rata

Contract

Permanent

Working pattern

Part-time

Reference number

203-SWFTCS152

Job locations

Grafton Suit

Stratford Hospital

Stratford Upon Avon

CV37 6NX


Job description

Job responsibilities

The job description outlines the key duties expected to be performed in this role, however as the role evolves over time other duties may be added to the below, this will always be in discussion and agreement between the post holder and the management team.

Greet and welcome all visitors. Escort patients to other areas as required.

Provide a high quality first point of contact for the unit to all patients and callers, in person, by telephone and email.

Receive appointment requests on behalf of consultants, and action as per departmental policy

Maintain Consultants Electronic Diary

Provide an administrative service to visiting consultants, printing and photocopying as needed

Ensure all patient lists are fully updated onto the Patient Administration System, including any changes and on-the-day amendments, communication these where necessary as per agreed process

Proactively seek and complete any missing information from referral/clinic lists prior to patient appointment

Prepare note sets for patients, ensuring all relevant information is correct, assembled and appropriately labelled

Responsible for monitoring the telephone in terms of voicemail, processing according to guidelines and ensure outgoing messages are correct.

Produce invoices following departmental financial criteria. Take payments both in person and via the telephone, processing as per guidelines.

Maintain a high level of communication between patients, consultants, colleagues and the wider team as required.

Assist the PPUs marketing strategies by supporting the arrangement and facilitation of events as required

Monitor and ensure that reception area is kept stocked, clean and tidy and projects a professional business image as required by the suite.

Maintain accurate stock levels of all stationery and forms used within the Suite.

Process bookings when required as per guidelines.

Job description

Job responsibilities

The job description outlines the key duties expected to be performed in this role, however as the role evolves over time other duties may be added to the below, this will always be in discussion and agreement between the post holder and the management team.

Greet and welcome all visitors. Escort patients to other areas as required.

Provide a high quality first point of contact for the unit to all patients and callers, in person, by telephone and email.

Receive appointment requests on behalf of consultants, and action as per departmental policy

Maintain Consultants Electronic Diary

Provide an administrative service to visiting consultants, printing and photocopying as needed

Ensure all patient lists are fully updated onto the Patient Administration System, including any changes and on-the-day amendments, communication these where necessary as per agreed process

Proactively seek and complete any missing information from referral/clinic lists prior to patient appointment

Prepare note sets for patients, ensuring all relevant information is correct, assembled and appropriately labelled

Responsible for monitoring the telephone in terms of voicemail, processing according to guidelines and ensure outgoing messages are correct.

Produce invoices following departmental financial criteria. Take payments both in person and via the telephone, processing as per guidelines.

Maintain a high level of communication between patients, consultants, colleagues and the wider team as required.

Assist the PPUs marketing strategies by supporting the arrangement and facilitation of events as required

Monitor and ensure that reception area is kept stocked, clean and tidy and projects a professional business image as required by the suite.

Maintain accurate stock levels of all stationery and forms used within the Suite.

Process bookings when required as per guidelines.

Person Specification

Qualifications

Essential

  • Minimum 5 GCSE's grades A* - C / 9-4 or equivalent to include Maths and English

Experience

Essential

  • Experience working in a reception environment
  • Experience working in customer services/ public facing roles
  • Experience using a database in your current role (full training is available)

Skills

Essential

  • Excellent communication (oral and written) and interpersonal skills
  • Excellent keyboard and computer skills

Desirable

  • Some knowledge of Medical Terminology

Personal Qualities

Essential

  • An understanding, acceptance and adherence to the need for strict confidentiality
  • A demonstrable commitment to professional development
  • Ability to use own judgement, resourcefulness and common sense
  • Ability to listen and empathise
  • Good time management
  • Confident, reliable and self-reliant
  • Positive attitude to change and a proactive approach but also pragmatic and realistic
  • Ability to work as part of an integrated multi-skilled team
  • Methodical and organised
Person Specification

Qualifications

Essential

  • Minimum 5 GCSE's grades A* - C / 9-4 or equivalent to include Maths and English

Experience

Essential

  • Experience working in a reception environment
  • Experience working in customer services/ public facing roles
  • Experience using a database in your current role (full training is available)

Skills

Essential

  • Excellent communication (oral and written) and interpersonal skills
  • Excellent keyboard and computer skills

Desirable

  • Some knowledge of Medical Terminology

Personal Qualities

Essential

  • An understanding, acceptance and adherence to the need for strict confidentiality
  • A demonstrable commitment to professional development
  • Ability to use own judgement, resourcefulness and common sense
  • Ability to listen and empathise
  • Good time management
  • Confident, reliable and self-reliant
  • Positive attitude to change and a proactive approach but also pragmatic and realistic
  • Ability to work as part of an integrated multi-skilled team
  • Methodical and organised

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Additional information

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

SWFT Clinical Services Ltd

Address

Grafton Suit

Stratford Hospital

Stratford Upon Avon

CV37 6NX


Employer's website

https://swftclinicalservices.co.uk/default.aspx (Opens in a new tab)

Employer details

Employer name

SWFT Clinical Services Ltd

Address

Grafton Suit

Stratford Hospital

Stratford Upon Avon

CV37 6NX


Employer's website

https://swftclinicalservices.co.uk/default.aspx (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Head of Clinical Operations

Jana Lloyd

jananee.lloyd@swft.nhs.uk

07435177351

Details

Date posted

04 June 2025

Pay scheme

Other

Salary

£24,168 a year Pro rata

Contract

Permanent

Working pattern

Part-time

Reference number

203-SWFTCS152

Job locations

Grafton Suit

Stratford Hospital

Stratford Upon Avon

CV37 6NX


Supporting documents

Privacy notice

SWFT Clinical Services Ltd's privacy notice (opens in a new tab)