Outpatients Administrator & Receptionist | London North West University Healthcare NHS Trust
| Posting date: | 04 September 2025 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | £29,651 - £31,312 pro rata pa Inclusive of High Cost Area Supplement |
| Hours: | Part time |
| Closing date: | 04 October 2025 |
| Location: | Harrow, HA1 3UJ |
| Company: | London North West Healthcare NHS Trust |
| Job type: | Permanent |
| Job reference: | 7380083/337-NP-9024SM |
Summary
Do you have exceptional computer and customer relation skills?
We currently have vacancies to work as part of the Outpatients Department multi-disciplinary team, providing kind and efficient administrative and Outpatient reception services.
This is not suitable for people looking for weekend or evenings only roles.
Minimum hours per week = 22.5 over 3 days (Monday, Tuesday and Thursday, 3 X 7.5hrs) or 5 days (Monday to Friday, 5 X 4.5hrs - mornings only).
Record and process all outpatient attendances / cancellations & DNAs on EPR within stipulated timeframes
Advise clinics of patients who are late arriving for their appointments
Book follow-up appointments
File documents according to Information Governance policy
Maintain an uncluttered and tidy reception area
Maintain reception areas in a hygienic and sanitary condition including cleaning and wiping of surfaces
Support the Managers and Supervisors in developing a patient focused service.
Customer Care:
Communicate with patients, visitors and staff in a professional and courteous manner
Update patient demographics and assist with wayfinding
London North West University Healthcare NHS Trust (LNWH) cares for the people of Brent, Ealing, Harrow and beyond.
Our team of more than 8,200 clinical and support staff serve a diverse population of almost one million people.
We run major acute services at:
• Northwick Park Hospital: home to one of the busiest emergency departments (A&E) in the country. The hospital provides a full range of services including the country’s top-rated hyper-acute stroke unit and one of only three hyper-acute rehabilitation units in the UK
• St Mark’s Hospital: an internationally renowned specialist centre for bowel disease
• Ealing Hospital: a busy district general hospital providing a range of clinical services, as well as 24/7 emergency department and urgent care centre, and specialist care at Meadow House Hospice
• Central Middlesex Hospital: our planned care site, hosting a range of surgical and outpatient services and collocated with an urgent care centre.
We are a university teaching NHS trust, in recognition of the important role we play in training clinicians of the future and bringing the benefits of research to the public.
• Record all outpatient attendances / cancellations / DNAs on EPR within stipulated timeframes
• Analyse patient pathways vs outcomes and escalate to relevant clinical / non-clinical staff if the patient requires an earlier appointment or diagnostic in order to achieve RTT targets
• Ensure that all patients attending in person are checked in
• Ensure patient information is complete and up to date on the Trust ERS
• Identify, investigate and correct EPR discrepancies ensuring GP and personal contact details are accurate and up to date
• Follow the appropriate processes for audit forms, walk-in patients, booking of BSL interpreters and transport patients in line with Trust standards
• Use your excellent written and verbal communication and interpersonal skills to interact with patients, their carers and relatives, visitors and staff
• Communicate effectively using all available forms of communication
• Be a calm, supportive, flexible and adaptable member of the team
• Deal with all enquiries in a professional and co-operative manner
• Respond politely but firmly with people behaving antisocially and report and record any abuse including verbal abuse
• Answer all telephone calls within 3 rings, redirect queries to the appropriate person using available information and initiative and send messages via email where possible
• Provide non-clinical advice and guidance regarding appointments
• Process patient data and appointments using the Trust EPR
•Treat patients and their information/data with tact, discretion and confidentiality, in accordance with the Trust Information Governance Policy and the Data Protection Act
• Redistribute and file appropriate documents according to Information Governance policy
• Maintain an uncluttered and tidy reception area
• Maintain reception areas in a hygienic and sanitary condition including the cleaning and wiping down of protective screens, counter tops, work benches/desks, electronic and telephonic equipment and printers
• Complete own day-to-day tasks promptly and efficiently and prioritise work without need for direct supervision
• Be a proactive problem solver and encourage team-wide problem solving
• Have a comprehensive understanding of reception roles, outpatient clinics, appointment booking, cashing up and Outcomes processes
• Ensure the regular maintenance of equipment, reporting problems to relevant departments and managers
• Complete staff surveys and audits
• Maintain grooming and dress standards, in accordance with departmental/Trust policy
• Assist in supporting and mentoring of new team members
• Attend annual appraisals and review objectives regularly
• Attend, complete and apply all mandatory training
• Support the Service Manager and Supervisors in developing a patient focused service
Please see attached Job Description for full role duties and responsibilities
This advert closes on Thursday 18 Sep 2025