Spencer Private Hospitals Ltd

Reception Officer Ashford

The closing date is 02 March 2026

Job summary

Spencer Private Hospitals are looking to recruit a friendly, welcoming, and enthusiastic Reception Officer to join a motivated administration team that delivers outstanding customer service to a variety of self-pay, private medical insured, and NHS patients. You will need to be flexible, have a good telephone manner, excellent face to face interpersonal skills, an ability to prioritise workloads and demonstrate team work to be successful in this role. The role is based at our Ashford site, but will be expected to travel to Margate and Canterbury on a small number of occasions, as needed and directed. The role is full time, 37.5 hours/week. There will be the requirement to work weekends as clinics dictate on a rota with the team. Enhancements of 30% for Saturday working and 60% for Sunday working is applied for any weekend working.

Interview date: 24th March 2026 (Interviews to be held at our Head Office, Almond House)

Main duties of the job

To provide a professional, welcoming and polite reception service for all visitors and staff. To filter and direct calls accordingly in a calm and timely manner, whilst assisting with the other daily reception tasks in line with the requirements of the role.

About us

Spencer Private Hospitals recognise and value all their staff and are committed to developing a well-trained and flexible workforce.

Staff wellbeing is a priority for the organisation with some perks of employment being -

Free on-site staff carparking
Staff discount for treatments
Enrolment into a staff pension scheme
Investment in staff training
Annual salary increment
Additional benefits available in line with our NHS colleagues
Local retail discounts

We are also fortunate enough to be based in East Kent, arguably one of the most beautiful parts of the UK, often boasting the best weather due to our close proximity to Western Europe and is aptly know by the missive `the Garden of England. We are a short hop across the channel to France with the added bonus of fast rail connections to Europe, London and surrounding areas. The availability of high-quality schools which support grammar school education as well as academy and private schools are all available within the locality.

Our CQC report has a rating of Good and we are now on an improvement trajectory to Outstanding.

Date posted

16 February 2026

Pay scheme

Other

Salary

£25,633.33 to £27,334.40 a year

Contract

Permanent

Working pattern

Full-time

Reference number

E0005-26-0008

Job locations

Spencer Private Hospitals Ltd

Arundel Unit, William Harvey Hospital, Kennington Road.

Ashford

Kent

TN24 0LZ

Job description

Job responsibilities

Job Purpose

Key Relationships

Line manager is Reception Team Leader

Work in close liaison with Outpatients, Ward and Bookings Team

No line management responsibilities

Liaison with Ophthalmology Engagement Team

Liaison with Medical Secretaries

Key Responsibilities

Financial

Effectively bill patients for treatments within out-patient department and update patients account accordingly

Complete outcomes for all patients correctly ensuring all patients are added to the correct waiting list or marked as discharged

Adjust where necessary billing episodes to reflect correct charging

Provide quotes for procedures to self-pay customers within 48 hours of request

Business Development

Develop in depth service knowledge and offer information about our services to our clients

To participate in the annual review of departmental policies and procedures to ensure they reflect good practice

Work towards retaining external ISO9001/2015 and ISO1401/2015 accreditation and participate with Investors in People

Quality

Meet and great clients in a warm, friendly and professional manner

Answer, screen and direct telephone calls, take and communicate accurate messages in a polite and professional manner

Handle enquiries from existing and prospective clients professionally with digression

Responsible for maintaining the check in list and reception area throughout the day

To assist in resolving patient complaints and forwarding issues that are not relating to reception to relevant head of department

Effectively manage all administration tasks considered necessary for the smooth running of the department i.e. sending appointment letters, sending emails, requesting results etc.

Investigate and resolve queries and discrepancies, reporting findings to relevant parties as per SPH policies and procedures

To provide continuous feedback to management to achieve excellence in service

Workforce

To participate in in-house training sessions and attend meetings and discussions when required

To support the Outpatient Team as and when required

To support the Ophthalmology Engagement Team and Bookings Team as and when required

Other general ad-hoc administration duties as and when required

Equal Opportunities

It is the aim of the hospital to ensure that no job applicant or employee receives less favourable treatment on the grounds of age, sex, race, colour, nationality or ethnic or national origins, or is not placed at a disadvantage by conditions or requirements which cannot be shown to be justifiable. To this end, the hospital has an Equal Opportunities Policy and it is for each employee to contribute to its success.

Health & Safety

All Employees must be aware of the responsibility placed on them under the Health and Safety at Work Act (1974), to ensure that the agreed safety procedures are carried out to maintain a safe environment for employees and visitors. Individual employees should also refer to specific health and safety requirements within their own job descriptions.

Data Protection

If required to do so, to obtain, process and/or use information held on a computer or word-processor in a fair and lawful way. To hold data only for the specific registered purpose, and not to use or disclose it in any way incompatible with such purpose. To disclose data only to authorised persons or organisations as instructed by Spencer Private Hospitals.

Customer Care

It is the aim of the hospital to provide patients and clients with the best possible care and service. In order to meet this aim all of our staff are required, at all times, to put the patient or client first and do their utmost to meet their requests and needs courteously and efficiently.

Confidentiality

To ensure that confidential information is not disclosed about Spencer Private Hospitals (including information regarding patients and staff) to any unauthorised member of staff, or to anyone outside the employment of Spencer Private Hospitals.

This job description is intended to reflect, in outline, the responsibilities of the post holder, which may change over time with corporate or local business needs of Spencer Private Hospitals. It will therefore be subject to periodic review and amendment in the light of changing circumstances and following consultation with the post holder.