Receptionist and General Clinic Administrator Dual Role

Nottingham University Hospitals NHS Trusts

Information:

This job is now closed

Job summary

Receptionist and administrator for Fetal Medicine service, helping all women and their families through their pregnancy journey. Dealing with patients, members of the public and other organisations on a daily basis, booking appointments and all admin duties involved in the smooth running of the clinic.You will have a good command of the English language with the ability to understand and accurately convey verbal and written information and you must be well motivated and reliable, with a "can do" attitude. Due to the sensitivity of the role you will need to be able to demonstrate a clear understanding of confidentiality issues.You must be committed to a high standard of patient care and safety. You will have a flexible attitude to work and be able to work as part of a multidisciplinary team.

Main duties of the job

In addition to the below summary you need to familiarize yourself with full Job Description and Person Specification documents attached to this advert

As a receptionist you will be the first port of call for patients attending reception for appointments whether that be for scans or with a consultant or midwife. To ensure all patients are dealt with in a polite professional manner at all times and have a positive experience when attending the department. Booking follow ups, checking patient details and helping with queries. Customer service experience is essential in this role and a profession, polite and courteous attitude at all times.The clinic administration side of the role means you will be responsible for all aspects of the administration of a patient's appointment from pulling patient notes and compiling a clinic, printing and sending out appointments, out coming clinics and dealing with telephone queries from the community and patients alike.

About us

With over 19,000 staff, we are one of the biggest employers in the city with a central role in supporting the health and wellbeing of our local population. We play a leading role in research, education and innovation.

Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at NUH we will endeavour to turn your job into a career!

We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.

Date posted

17 April 2025

Pay scheme

Agenda for change

Band

Band 2

Salary

£24,169 a year per annum pro rata

Contract

Permanent

Working pattern

Full-time

Reference number

164-7139763

Job locations

QMC and City

Derby Road

Nottingham

NG7 2UH


Job description

Job responsibilities

Ensure all patient notes are prepared in line with Trust Standard guidelines and key performance indicators including current paper records or thin folders that will support DHR requirements

Photocopying/scanning as required

Using relevant electronic booking systems, arrange transport as necessary.

Deal appropriately with enquiries, by telephone and in person, from staff and the general public, seeking advice or referring elsewhere if necessary.

Ensure all RTT patient data are recorded accurately and timely.Print appointment/procedure confirmation letters as necessary and send to patient with relevant information leaflets promptly.

Keep personally updated and be able to advise patients in relation to peripheral services available, i.e. transport, interpreting services etc.

Distributing and opening in-coming mail timely and dealing with appropriately.

Be able to competently use Hospital IT systems and other information technology systems and participate in training programmes to develop and update personal skills to meet the needs of the department.

Present a professional, polite and courteous attitude at all times and be appropriately dressed when on duty.Undertake any other duties, which may reasonably be required.

Print clinic lists from Careflow in advance of clinic date.

Greet patients at reception, check their personal details are correct, and if necessary amend in Careflow accordingly, ensuring patient confidentiality.

Using Careflow or any other relevant electronic booking systems arrange appointments for follow up clinics, as instructed by the medical/nursing staff. Arrange transport as necessary.

Add follow ups to review lists for partially booked.

Ensure all clinic outcomes are recorded accurately on the day.

Notify Outpatient Co-ordinator or designated person of any patients who fail to attend their appointment who will take necessary action in line with departmental and/or Trust policies.

Be able to competently use Careflow and other information technology systems and participate in training programmes to develop and update personal skills to meet the needs of the department.

Maintain tidy, safe working environment, reporting any hazards or faults timely and appropriately.

Alert Outpatient Co-ordinator of clinic capacity issues as they arise.

Able to travel across both sites when necessary.

Job description

Job responsibilities

Ensure all patient notes are prepared in line with Trust Standard guidelines and key performance indicators including current paper records or thin folders that will support DHR requirements

Photocopying/scanning as required

Using relevant electronic booking systems, arrange transport as necessary.

Deal appropriately with enquiries, by telephone and in person, from staff and the general public, seeking advice or referring elsewhere if necessary.

Ensure all RTT patient data are recorded accurately and timely.Print appointment/procedure confirmation letters as necessary and send to patient with relevant information leaflets promptly.

Keep personally updated and be able to advise patients in relation to peripheral services available, i.e. transport, interpreting services etc.

Distributing and opening in-coming mail timely and dealing with appropriately.

Be able to competently use Hospital IT systems and other information technology systems and participate in training programmes to develop and update personal skills to meet the needs of the department.

Present a professional, polite and courteous attitude at all times and be appropriately dressed when on duty.Undertake any other duties, which may reasonably be required.

Print clinic lists from Careflow in advance of clinic date.

Greet patients at reception, check their personal details are correct, and if necessary amend in Careflow accordingly, ensuring patient confidentiality.

Using Careflow or any other relevant electronic booking systems arrange appointments for follow up clinics, as instructed by the medical/nursing staff. Arrange transport as necessary.

Add follow ups to review lists for partially booked.

Ensure all clinic outcomes are recorded accurately on the day.

Notify Outpatient Co-ordinator or designated person of any patients who fail to attend their appointment who will take necessary action in line with departmental and/or Trust policies.

Be able to competently use Careflow and other information technology systems and participate in training programmes to develop and update personal skills to meet the needs of the department.

Maintain tidy, safe working environment, reporting any hazards or faults timely and appropriately.

Alert Outpatient Co-ordinator of clinic capacity issues as they arise.

Able to travel across both sites when necessary.

Person Specification

Training & Qualifications

Essential

  • Educating to O'Level, GCSE or equivalent including Maths and English
  • Experience of Micosoft packages

Experience

Essential

  • Proven receptionist experience
  • Customer service skills
  • Team working

Desirable

  • Experience of hospital clinic reception work
  • Knowledge of hospital IT systems; Medway PAS

Communication skills

Essential

  • Ability to communicate in a clear and effective manner
  • Ability to develop good working relationships
  • Team working

Analytical & Judgement Skills

Essential

  • Exercise judgement and know when to seek advice when dealing with patient enquires
  • Understand the importance of confidentiality
  • Work withn Trust Policies and Guidelines

Planning and Organisation

Essential

  • Evidence of planning and organising of routine tasks
  • Able to plan own time and prioritse own tasks
  • Ability to work with the designated Standard Operating Procedures to ensure consistent Trust wide practices

Physical Skills

Essential

  • Be able to work at a computer and keyboard for prolonged periods
  • Be able to travel between sites and be flexible with the start and finish time when covering reception
Person Specification

Training & Qualifications

Essential

  • Educating to O'Level, GCSE or equivalent including Maths and English
  • Experience of Micosoft packages

Experience

Essential

  • Proven receptionist experience
  • Customer service skills
  • Team working

Desirable

  • Experience of hospital clinic reception work
  • Knowledge of hospital IT systems; Medway PAS

Communication skills

Essential

  • Ability to communicate in a clear and effective manner
  • Ability to develop good working relationships
  • Team working

Analytical & Judgement Skills

Essential

  • Exercise judgement and know when to seek advice when dealing with patient enquires
  • Understand the importance of confidentiality
  • Work withn Trust Policies and Guidelines

Planning and Organisation

Essential

  • Evidence of planning and organising of routine tasks
  • Able to plan own time and prioritse own tasks
  • Ability to work with the designated Standard Operating Procedures to ensure consistent Trust wide practices

Physical Skills

Essential

  • Be able to work at a computer and keyboard for prolonged periods
  • Be able to travel between sites and be flexible with the start and finish time when covering reception

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.

Employer details

Employer name

Nottingham University Hospitals NHS Trusts

Address

QMC and City

Derby Road

Nottingham

NG7 2UH


Employer's website

https://www.nuh.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

Nottingham University Hospitals NHS Trusts

Address

QMC and City

Derby Road

Nottingham

NG7 2UH


Employer's website

https://www.nuh.nhs.uk/ (Opens in a new tab)

For questions about the job, contact:

Administration Manager

Damian Chadwick

damian.chadwick1@nhs.net

07974119602

Date posted

17 April 2025

Pay scheme

Agenda for change

Band

Band 2

Salary

£24,169 a year per annum pro rata

Contract

Permanent

Working pattern

Full-time

Reference number

164-7139763

Job locations

QMC and City

Derby Road

Nottingham

NG7 2UH


Supporting documents

Privacy notice

Nottingham University Hospitals NHS Trusts's privacy notice (opens in a new tab)