Administrator/Receptionist

Job overview

We are seeking a motivated and professional Administrator/Receptionist to join our team at Mental Health Centre in borough of Harrow in London. This is a pivotal role providing a welcoming and efficient front-of-house service for patients, visitors, and staff, while ensuring the effective day-to-day running of the Harrow Inpatient Older People’s and Healthy Ageing (OPHA) team, Ellington Ward, Mental Health Team.

As the first point of contact, you will create a calm, compassionate, and professional environment for those accessing our services. The role combines reception duties with a wide range of administrative support to clinical teams, including managing appointments, maintaining accurate records, coordinating room bookings. You will liaise with patients, clinical colleagues, managers, and external agencies to ensure services are delivered safely and efficiently.

This role is well-suited to someone who is organised, approachable, and confident in managing competing demands in a busy healthcare setting. You will need excellent communication skills, a strong focus on confidentiality and patient care, and the ability to remain calm under pressure.

You will be expected to uphold the Trust’s values and provide flexible support to meet the needs of the service, including occasionally working at other Trust locations.

Main duties of the job

• Provide a professional front-of-house service at The Mental Health Centre, acting as the first point of contact for patients, visitors, and staff. Manage reception services, including handling enquiries, monitoring visitor access, booking appointments, and maintaining accurate records. Deliver a wide range of administrative support to clinical teams, such as processing referrals when needed, updating clinical systems (SystmOne), managing correspondence, and coordinating room bookings. Ensure the smooth day-to-day running of the site by liaising with Estates and Facilities, escalating issues, and conducting regular safety checks. Take on key site responsibilities as Nominated Fire Officer ensuring compliance with health and safety, fire safety, and emergency procedures. Oversee procurement and stock control of clinical and administrative supplies. Promote Trust values, professionalism, and a safe, supportive environment for both patients and staff, while engaging in personal development and service improvement initiatives.
• Provide a professional front-of-house service at The Mental Health Centre, acting as the first point of contact for patients, visitors, and staff.
• Manage reception services, including handling enquiries, monitoring visitor access, booking appointments, and maintaining accurate records.
• Deliver a wide range of administrative support to clinical teams, such as processing referrals when needed, updating clinical systems (SystmOne), managing correspondence, and coordinating room bookings.
• Ensure the smooth day-to-day running of the site by liaising with Estates and Facilities, escalating issues, and conducting regular safety checks.
• Take on key site responsibilities as Nominated Fire Officer ensuring compliance with health and safety, fire safety, and emergency procedures.
• Oversee procurement and stock control of clinical and administrative supplies.
• Promote Trust values, professionalism, and a safe, supportive environment for both patients and staff, while engaging in personal development and service improvement initiatives.

Detailed job description and main responsibilities

Reception Cover & Administrative Support

• Deliver high-quality reception services, ensuring the environment is welcoming, calm, and professional.
• Act as first point of contact for patients and the public; handle enquiries with sensitivity and discretion.
• Maintain continuity and safety by providing consistent reception staffing amidst frequent turnover.
• Provide full administrative support to clinical teams, including SystmOne data input.
• Communicate effectively by telephone and email, handling queries or complaints and escalating appropriately.
• Book and coordinate use of rooms across the site, resolving scheduling conflicts.
• Please see the job description for full details of the role and responsibilities.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.