Administrator/Receptionist

NHS; City Of London; On-site; GBP 25,000 - 30,000; Full time

Job summary

A leading healthcare provider in London is seeking a motivated Administrator/Receptionist to support various clinical teams. In this pivotal role, you will greet patients and manage appointments while ensuring a calm and efficient front-of-house atmosphere. The ideal candidate will hold GCSEs and have experience in a similar environment. This position offers opportunities for personal and professional growth within a dedicated team.

Benefits

Career development opportunities

Comprehensive staff benefits

Qualifications

• Experience of working in the NHS or a similarly large organisation.
• Significant secretarial or administrative experience.
• Ability to work under pressure and manage competing demands.

Responsibilities

• Provide a professional front-of-house service for patients, visitors, and staff.
• Manage appointment scheduling and maintain accurate records.
• Support clinical teams with administrative duties.

Skills

Excellent customer service skills

Communication skills

IT skills

Education

Educated to GCSE standard (A - C Grade) including English Language and Maths

Tools

Microsoft Word

Microsoft Excel

Outlook

PowerPoint

Job description

We are seeking a motivated and professional Administrator/Receptionist to join our team at Fairfield House in the borough of Brent in London. This is a pivotal role providing a welcoming and efficient front-of-house service for patients, visitors, and staff, while ensuring the effective day-to-day running of the Brent Older People's and Healthy Ageing (OPHA) team, Talking Therapies, and the Adult Community Mental Health Team (CMHT).

As the first point of contact, you will create a calm, compassionate, and professional environment for those accessing our services. The role combines reception duties with a wide range of administrative support to clinical teams, including managing appointments, maintaining accurate records, coordinating room bookings. You will liaise with patients, clinical colleagues, managers, and external agencies to ensure services are delivered safely and efficiently.

This role is well-suited to someone who is organised, approachable, and confident in managing competing demands in a busy healthcare setting. You will need excellent communication skills, a strong focus on confidentiality and patient care, and the ability to remain calm under pressure.

Main duties of the job

• Provide a professional front-of-house service at Fairfield House, acting as the first point of contact for patients, visitors, and staff.
• Manage reception services, including handling enquiries, monitoring visitor access, booking appointments, and maintaining accurate records.
• Deliver a wide range of administrative support to clinical teams, such as processing referrals when needed, updating clinical systems (IAPTUS/SystemOne), managing correspondence, and coordinating room bookings.
• Ensure the smooth day-to-day running of the site by liaising with Estates and Facilities, escalating issues, and conducting regular safety checks.
• Take on key site responsibilities as Nominated Fire Officer and First Aider, ensuring compliance with health and safety, fire safety, and emergency procedures.
• Manage clinic capacity and appointment scheduling, including monitoring DNAs and rescheduling as needed.
• Oversee procurement and stock control of clinical and administrative supplies.
• Promote Trust values, professionalism, and a safe, supportive environment for both patients and staff, while engaging in personal development and service improvement initiatives.

About us

Central and North West London NHS Foundation Trust (CNWL) is one of the largest and most diverse NHS trusts in the UK, providing physical and mental health services across London, Milton Keynes, Surrey, and beyond. We are proud of our reputation for innovation, quality, and compassionate care. Our staff are our greatest asset, and we are committed to supporting their wellbeing, learning, and development. By joining CNWL, you will become part of a compassionate, inclusive, and forward-thinking organisation that values diversity and is dedicated to improving lives. We offer a wide range of training, career development opportunities, and staff benefits to help you thrive both professionally and personally.

Person Specification

Essential:

• Educated to GCSE standard (A - C Grade) or equivalent, including English Language and Maths
• Experience of working in the NHS or a similarly large organisation
• Significant secretarial or administrative experience
• Experience of dealing with internal and external stakeholders, managing a range of queries (including non routine)
• Experience of working in a reception or customer-facing environment
• Ability to communicate clearly with patients, relatives, and health professionals both orally and in writing
• Excellent customer service skills with a welcoming and professional manner
• Ability to work as an effective team member, building constructive relationships with warmth and empathy
• Ability to work under pressure, planning own workload and to competing demands
• Ability to record, maintain, and use databases accurately
• Competent IT skills, including working knowledge of Microsoft Word, Excel, Outlook and PowerPoint

Desirable:

• NVQ level 3 or equivalent experience
• Experience of using electronic patient record systems (e.g. SystmOne, IAPTUS)
• Experience of working in a health or social care environment
• Knowledge of medical terminology
• Familiarity with NHS administrative systems and processes

Disclosure and Barring Service Check

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 (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website.