Reception Coordinator
| Posting date: | 24 April 2026 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | Negotiable |
| Hours: | Full time |
| Closing date: | 10 May 2026 |
| Location: | London, W8 7RX |
| Company: | NHS Jobs |
| Job type: | Permanent |
| Job reference: | A0888-26-0002 |
Summary
The following are the main duties and responsibilities of the Reception Coordinator. There may be a requirement to carry out other tasks which will be dependent upon factors such as workload, staffing levels and the needs of the practice: Day to say supervision of the Reception team, providing consistent oversight, guidance, and support to ensure the smooth running of front of house services. This includes monitoring workload and performance, allocating tasks, and responding to any immediate issues or challenges that arise during the day. Arranging quarterly one-to-one supervision sessions and probationary review meetings with Receptionists which offer a structured opportunity to review performance, discuss progress against objectives, and address any concerns or challenges. These sessions allow for open two way communication, giving team members the chance to raise ideas, request support, and identify training or development needs. Arranging regular Reception team meetings to ensure clear communication, consistency, and a high standard of service. These meetings provide an opportunity to discuss daily operations, address any challenges in the Reception team, and share important updates or changes to procedures. The Reception Coordinator will take minutes of the meetings to record discussions and actions arising. Supporting the Reception team to ensure effective delivery of QOF, North West London (NWL) enhanced services and borough services by providing clear guidance, oversight, and ongoing support. This includes ensuring reception staff understand service requirements and follow clear call-recall processes. Training of new reception team members to ensure they feel confident, supported, and prepared to carry out their role effectively. This includes structured inductions, training of IT systems and procedures and learning the day-to-day tasks. Producing weekly Reception rotas which includes allocating staff cover to ensure Reception operates smoothly throughout the week. This involves balancing staffing levels across opening hours accounting for annual leave, sickness, training, and other absences, and ensuring appropriate skill mix and experience at all times. Producing daily Receptionist rotas to ensure Reception is safely and effectively staffed throughout each day. This involves allocating receptionists to specific shifts and work areas based on demand, skill mix, and experience, while also taking into account absences such as sickness, annual leave, or training needs. Daily rotas are adjusted as needed to respond to unexpected changes or increased workloads. Being the first point of contact for handling patient complaints before they escalate in person and over the phone, which includes speaking to patients professionally and empathetically to understand, address and de-escalate concerns. Supervising the Reception team to appropriately triage patient requests and ensure appointments are booked appropriately.