Description

Job Title:                                          Administrator/Receptionist - Physiotherapy                

Department:                                   Administration

Responsible to:                               Team Lead - Outpatient Administration 

 

Job Summary       

To provide administrative and reception support to the Physiotherapy department.

Key Responsibilities

As an Administrator/Receptionist for the Physiotherapy department, you will:

·        Provide a first class and effective service to patients, visitors, consultants, team colleagues and all internal

         departments.

·        Provide professional administration cover to enable the smooth running of the department or clinic.

·        Deal with inbound telephone and email enquiries and process as necessary, ensuring messages are passed

         correctly and confidentially.     

·        Ensure that any voicemail messages are dealt with, and calls returned on the same working day.

·        Deal with referrals from external and internal referrers, both hard and soft copy, and via referrers’ portals.

·        Process referrals to other areas of the hospital where required.

·        Work confidently with the Hospital’s Patient Information System to:

              o   Book Appointments for patients.

              o   Monitor and amend clinics, to ensure efficient use of allocated time.

              o   Update patient records.

              o   Action and clear the Worklists daily.

              o   Take payments.

·       Always maintain confidentiality of patient information and adhere strictly to all information governance

        requirements.

·      Participate in training activities as required.

·      Maintain the highest level of professionalism and courtesy patients and visitors and always meet and greet

       everyone with a positive and professional attitude.

.      Demonstrate the highest level of customer service, ensuring an excellent patient experience and resolving any

       issues swiftly, suitably and knowledgably.

·      Have a proactive and forward-thinking approach to your role.

·      Be flexible with your availability, helping to ensure that suitable cover is provided to various departments.

Additional Information

• Taking reasonable care for the health and safety of yourself and of other persons who may be affected by your acts or omissions at work in accordance with the Health and Safety at Work Act 1974, the hospitals Safety, Health and Environment Policies and procedures and to cooperate with the hospital on any legal duties placed on it as the employer.
• This job description is not designed to be an exhaustive list of duties and responsibilities but represents the current key areas of work. There will be additional duties and responsibilities implicit within the role.
• The post holder’s duties will always, be carried out in compliance with Hospital policies and procedures.  In particular, the post holder will act in accordance with the Equal Opportunities, Grievance, Disciplinary and Health & Safety Policies, as well as dealing with complaints, confidentiality and quality matters.
• Staff may be required to work in any department to meet the needs of the service, with potentially variable patterns of work that may include weekend working.
• The post-holder must always respect the confidentiality of information in line with the requirements of the Data Protection Act and ensure compliance with associated legislative and Hospital policy.

Person Specification

The following specification represents the range of skills, abilities, and experiences etc, relevant to the position. Applicants are expected to meet the attributes that have been identified as essential.

Qualifications, Education & Training	Essential	Desirable	Method of Evaluation
Maths and English GCSE.	X		Production of qualifications/certificates and application form
Experience
Proven ability to work on own initiative.	X		Interview, application and selection process
Evidence of ability to work under pressure.	X
Evidence of experience of working and contributing to a team.	X
Proven ability to manage own workload and prioritise when there are competing priorities.	X
Relevant experience of working in an Administration environment.	X
Experience of being in a customer-facing role.	X
Experience in a healthcare environment and working with patients.		X
Skills and Attributes
Confidentiality.	x		Interview, application and selection process
Good clerical skills - Fully computer literate.	X
First class oral and written communication skills.	X
Proven ability to communicate with a wide range of internal and external stakeholders including patients, staff-members, visitors, suppliers & environmental health.		X
Evidence of good literacy skills and the ability to understand instructions, guidance, policies, and procedures.	X
Excellent interpersonal and organisational skills.	X
Evidence of delivering a high level of customer service.	X
Ability to always maintain a friendly and positive body language and personable demeanour.	X
Possess a hard-working nature with an attention to detail and a proactive approach to undertaking your duties.	X
Committed to personal and professional development.	X

 

The closing date for applications is 30th July 2026.

We reserve the right to close vacancies prior to the advertised closing date, if a large number of suitable applications are received. We encourage early applications to ensure consideration. 

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 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.