Support Service Administrator

Job overview

We are seeking a highly motivated, professional, and customer-focused Administrator to join our dedicated administrative team supporting outpatient clinics and reception services. This is an exciting opportunity for an individual who thrives in a people-centred environment and takes pride in delivering an exceptional first point of contact service for patients, visitors, and professionals.

As a key member of the team, you will play a vital role in ensuring the smooth day-to-day operation of reception and administrative services. You will warmly welcome and assist visitors, provide accurate information and guidance, and support clinical and operational teams through the delivery of high-quality administrative support. Your contribution will directly enhance the patient and visitor experience, helping to maintain a professional, efficient, and caring environment.

Working closely with the Team Coordinator, you will receive ongoing support and guidance whilst also being empowered to use your own initiative and judgement within the scope of the role. We are looking for an enthusiastic team player who is organised, adaptable, and able to remain calm and effective within a busy and sometimes pressurised healthcare setting.

Main duties of the job

The successful candidate will possess excellent communication and interpersonal skills, strong organisational abilities, and a proactive approach to problem-solving. You will be confident engaging with a wide range of individuals, building positive working relationships, and providing a responsive and professional service at all times. You will have the following skill and experience, note taking experience, basic word processing skills. Previous experience in a similar administration post will be beneficial, proficient user of the Microsoft package.

The role will also require excellent and proven communication skills, organisational skills, basic word processing skills with some knowledge/experience of digital dictation systems. You will have the ability to work independently but able to accept direction from the Line Manager as required.

If you are passionate about delivering outstanding administrative support, committed to providing excellent customer service, and are looking to make a meaningful contribution within a supportive and rewarding healthcare environment, we would be delighted to hear from you.

Detailed job description and main responsibilities

As the first point of contact for visitors, patients, and staff, the receptionist plays a vital role in creating a welcoming and professional atmosphere. Key responsibilities include:

Greeting and directing visitors. Provide a welcoming, friendly, and professional first point of contact for all patients, visitors, and external partners. Greet individuals on arrival, respond to enquiries in a courteous and helpful manner, and ensure visitors are directed efficiently to the appropriate department, clinic, or member of staff. Contribute to creating a positive and supportive experience while maintaining a safe, organised, and professional reception environment.

Manage incoming telephone enquiries in a professional, courteous, and efficient manner, providing accurate information and signposting callers appropriately. Demonstrate excellent listening and communication skills, ensuring that messages are taken clearly, accurately, and relayed promptly to the relevant member of staff.

Supporting administrative tasks to ensure smooth day-to-day operations

Maintaining confidentiality and demonstrating empathy when dealing with sensitive situations

The role requires excellent communication skills, strong organisational ability, and a commitment to delivering outstanding customer service in a healthcare setting. Therefore, the following experience is essential:

• Basic knowledge of office systems and processes
• Basic Working knowledge of Microsoft Office, in particular Microsoft Word, Outlook
• Knowledge of other MS Office software (Desirable).
• Understands the responsibilities of working with confidential information
• Able to demonstrate a working knowledge of communication systems e.g. e-mail, telephone, photocopying
• Basic knowledge of Mental Health Services (Desirable).

Good communication skills are all key skill for the role.

PLEASE NOTE THIS IS AN OFFICE BASED ROLE WITH NO OPPORTUNITIES TO WORK FROM HOME

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.