Receptionist/Administration Assistant

Job overview

We are looking for an enthusiastic and highly organised Outpatient Receptionist/Administration Assistant to join our busy Outpatient Department for a 12 month fixed- term contract or secondment opportunity.

As the first point of contact for patients, relatives, carers and visitors, you will provide a professional, welcoming and efficient reception and administrative service, helping to create a positive experience for everyone attending our services. You will play a vital role in supporting patient pathways, managing appointments, maintaining accurate patient records and ensuring the smooth day-to-day operation of outpatient clinics.

Working closely with clinical and administrative colleagues, you will contribute to the delivery of high-quality, compassionate and patient-centred care whilst supporting national and local performance standards. This is an excellent opportunity for someone with strong communication, customer service and administrative skills who enjoys working in a fast-paced healthcare environment.

Please note that this vacancy may close earlier than the advertised closing date if we receive a high volume of applications. We therefore encourage interested candidates to submit their application as soon as possible to avoid disappointment.

Main duties of the job

The successful candidate will:

• Provide a professional and friendly reception service for patients, relatives, carers and visitors.
• Welcome and check in patients attending outpatient appointments.
• Book, cancel and amend appointments in line with Trust policies and procedures.
• Prepare clinics and manage clinic lists to support efficient service delivery.
• Maintain accurate patient records using Trust electronic systems.
• Process clinic attendance outcomes, cancellations and DNA information.
• Respond to telephone, email and face-to-face enquiries in a timely and professional manner.
• Liaise with clinicians, nurses, GPs and other healthcare professionals to support patient care.
• Ensure patient demographic information is accurate and up to date.
• Monitor waiting areas and support patients throughout their outpatient journey.
• Handle confidential information in accordance with Information Governance and Data Protection requirements.
• Work flexibly as part of the wider administrative team to meet service needs and support continuous improvement initiatives.

Detailed job description and main responsibilities

The full job description, person specification and main responsibilities for this role can be found in the attached Job Description document.

The Outpatient Receptionist/Administration Assistant will provide a comprehensive reception and administrative support service across outpatient reception areas at Weston General Hospital, ensuring patients, relatives and visitors receive a professional, welcoming and efficient service.

The post holder will support the smooth running of outpatient clinics through the effective management of appointments, patient records, clinic administration and reception duties, whilst maintaining the highest standards of customer service, confidentiality and data quality.

Applicants are encouraged to read the attached Job Description and Person Specification carefully, which provide full details of the duties, responsibilities and requirements of this post.

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.