Appointments Coordinator/Support Typist

Sussexcommunity; East Grinstead; On-site; GBP 20,000 - 25,000; Full time

Job summary

A leading NHS specialist hospital is seeking an Appointments Coordinator/Receptionist/Support Typist for its Orthodontic Department. The role involves scheduling appointments, providing administrative support, and handling sensitive patient information. Candidates should have NVQ Level 3 or equivalent experience, strong audio typing skills, and the ability to work under pressure. This position offers a dynamic work environment in a reputable healthcare setting.

Qualifications

• Experience in secretarial and administrative roles.
• Experience dealing with the public.
• Ability to maintain discretion with confidential information.

Responsibilities

• Provide secretarial support to the Orthodontic Department.
• Schedule and manage patient appointments.
• Perform audio typing and maintain patient records.

Skills

Audio Typing

Communication

Prioritization

Education

NVQ Level 3 or equivalent

Tools

Electronic Document Management system (Evolve)

Word Processing Systems

Job description

We are currently looking for an Appointments Coordinator/Receptionist/Support Typist to work in the Orthodontic Department.

Ideally, we require someone with typing skills and experience in direct face-to-face contact with patients/clients for appointment scheduling. The role involves working on a job share rota, primarily on Mondays and Fridays.

This position offers varied responsibilities, including interacting with patients to schedule appointments, preparing clinics, and providing typing support to Orthodontic Consultants, Associate Specialists, Registrars, and Junior Doctors.

The role reports to the Team Leader and collaborates closely with Medical Secretaries to meet NHS targets.

It involves handling confidential and sensitive information via written, oral, or verbal communication with patients, relatives, staff, or external parties.

Main duties of the job

The duties include covering the orthodontic reception desk, scheduling appointments, and performing administrative tasks such as typing clinic letters and preparing clinic notes. We seek someone with medical experience in a hospital or clinical setting, capable of working both independently and within a team. The candidate should be able to prioritize workload, possess excellent audio typing and communication skills, maintain a professional telephone manner, and demonstrate a flexible, proactive, and positive attitude while remaining calm under pressure. Experience with audio typing and word processing is essential.

About us

Rated GOOD overall with outstanding care by the CQC, we are a specialist NHS hospital providing reconstructive surgery, burns care, and rehabilitation services across the South of England and beyond.

Our specialties include conditions of the eyes (corneoplastics), hands, head and neck cancer, skin cancer, reconstructive breast surgery, maxillofacial surgery, and prosthetics. We offer regional and national services and treat common conditions of the eyes, hands, skin, and teeth for East Grinstead and surrounding areas. Additionally, QVH provides a minor injuries unit, therapies, sleep services, and community-based services. Patients rate QVH among the top hospitals in the country for quality of care.

Our success is driven by skilled and enthusiastic staff and a strong culture of partnership. We are committed to staff training and continuous professional development.

Job responsibilities

Provide comprehensive secretarial and administrative support to the Orthodontic Department.

Prepare patient notes for clinical appointments.

Book and reschedule appointments, managing clinic capacity and cancellations.

Ensure all patient correspondence is saved on the Electronic Document Management system (Evolve).

Perform accurate audio typing using digital dictation and word processing systems.

Handle confidential and sensitive information with discretion in written, oral, or verbal form.

Monitor and manage patient pathways to meet RTT targets, escalating concerns as needed.

Respond to telephone inquiries professionally, confidentially, and promptly.

Person Specification

Education and Experience

• NVQ Level 3 or equivalent knowledge demonstrated through practical experience.
• Secretarial and administrative experience.
• Experience dealing with the public.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975. A Disclosure check will be required to verify any criminal convictions.