Receptionist / Administrator

Job overview

We are seeking a motivated and organised individual to join our Specialist Eating Disorders Service as a Band 2 Administrator/Receptionist. This is a key front-facing role, providing a high-quality reception and administrative service to support both the clinical team and the service users who access our care.

As the first point of contact for the service, the post holder will play an important role in creating a welcoming, professional, and supportive environment for service users, carers, and visitors. The role requires excellent communication skills, a compassionate and patient-centred approach, and the ability to handle sensitive and confidential information with discretion.

Working closely with the administrative team and Operational Manager, the successful candidate will contribute to the smooth and efficient running of the service. Duties will include managing telephone enquiries, greeting visitors, maintaining accurate records on patient systems, and undertaking a range of general administrative tasks. The ability to prioritise workload, work flexibly, and remain calm under pressure in a busy environment is essential.

This is an excellent opportunity for someone with strong organisational and IT skills who enjoys working as part of a team and is committed to delivering a high standard of customer care. In return, you will be supported in your development and have the opportunity to contribute to a service that makes a meaningful difference to people’s lives.

Main duties of the job

The post holder will provide a comprehensive administrative and reception service to support the Specialist Eating Disorders Service, ensuring the smooth day-to-day running of the service. As a key point of contact, you will manage incoming and outgoing telephone calls, respond to enquiries in a professional and timely manner, and accurately record and relay messages. You will also undertake reception duties, welcoming service users, carers, and visitors, and creating a positive and supportive first impression of the service.

Administrative responsibilities will include producing and formatting documents, maintaining accurate electronic records on patient systems (e.g. RIO), handling incoming and outgoing post, processing deliveries, and undertaking general office tasks such as filing, photocopying, and ordering supplies. You will be expected to work closely with administrative and clinical colleagues, providing clerical support as required and contributing to an efficient and well-organised working environment.

We are looking for an individual with strong organisational and communication skills, who is confident using IT systems including Microsoft Office and email. The ability to prioritise workload, manage competing demands, and work effectively under pressure is essential. You will need to demonstrate a high standard of customer care, attention to detail, and a commitment to maintaining confidentiality at all times.

Detailed job description and main responsibilities

The post holder will provide a comprehensive reception and administrative support service to the Specialist Eating Disorders Service, ensuring the efficient and effective running of the service on a day-to-day basis. This includes acting as the first point of contact for service users, carers, visitors, and professionals, and ensuring that all interactions are handled in a professional, welcoming, and sensitive manner.

A key aspect of the role is managing reception duties, including answering and directing telephone calls, taking accurate messages, and dealing with general enquiries in a timely and courteous manner. The post holder will be responsible for greeting and supporting visitors to the service, ensuring a positive and professional first impression is maintained at all times.

The post holder will be required to undertake a range of administrative duties including producing, formatting, and maintaining documents using Microsoft Office applications and other relevant systems. This will include Word, Excel, Outlook, and MS Teams, alongside accurate data entry and maintenance of electronic patient records (e.g. RIO), ensuring information is up to date, accurate, and recorded in line with organisational policies and procedures.

Additional responsibilities include handling incoming and outgoing post, receiving and distributing deliveries, maintaining filing systems (both electronic and paper-based where applicable), photocopying, scanning, and ordering office supplies. The post holder will also provide administrative and clerical support to colleagues within the administrative and clinical teams as required, contributing to the smooth operation of the service.

The role requires strict adherence to confidentiality and information governance standards at all times, ensuring that sensitive patient information is handled appropriately and securely in accordance with relevant policies and legislation, including the Data Protection Act.

The post holder will be expected to work collaboratively with the wider multidisciplinary team, including clinical staff, administrative colleagues, and service managers, to support effective communication and coordination of services. Flexibility is essential in order to respond to the changing needs of the service and to ensure continuity of administrative support.

The role also includes participation in relevant training and development opportunities, contributing to continuous improvement and personal development within the post. The post holder may also be required to undertake additional duties appropriate to the grade of the role, as reasonably requested by the Operational Manager.