Outpatients Receptionist

Bedfordshire Hospitals; Bedford; On-site; GBP 23,000 - 28,000; Full time

Job summary

Bedfordshire Hospitals NHS Foundation Trust invites applications for a Band 2 Reception role in the Outpatient Reception Team at Bedford Hospital. The post involves front line administration, welcoming patients, booking outpatient appointments and maintaining patient records across clinics.

Knowledge of patient information systems is essential, with strong keyboard skills and data handling. This full-time position is based at Bedford with site travel between campuses likely.

Qualifications

• GCSE English (or equivalent) is required.
• Experience in Customer Care.
• Experience of using databases and patient information systems.

Responsibilities

• Welcome patients, relatives and visitors to the department and provide guidance.
• Manage front line administration, bookings for outpatient appointments and ensure notes and documentation are ready for clinics.
• Answer internal and external calls and arrange patient transport as required.
• Maintain a welcoming reception area and assist with waiting lists and cashing up where applicable.
• Ensure PIMS is up to date and clinics waiting lists are managed.

Skills

Interpersonal skills

Communication skills

Prioritisation

Confidentiality

Adaptability

Prioritise workload

Education

GCSE English

Tools

Hospital PiMS

Job description

Main area Patient Access Grade NHS AfC: Band 2 Contract Permanent: 37.5 hours, Monday - Friday Hours 37.5 hours per week (Full time - 37.5 hours per week (37.5 Mon-Fri)) Job ref 418-COR4685-SJ-A

Site Bedford Hospital South Wing Town Bedford Salary £25,272 per annum pro rata Salary period Yearly Closing 16/10/2026 23:59

Job overview

Applicants are invited to join the Outpatient Reception Team at Bedford Hospital. The post holder will embody the THRIVE values and will have experience in a similar role. Knowledge of patient record systems/data bases with proven experience, plus previous admin/clerical experience. Applicants should ideally have experience of healthcare services.

Well-developed Interpersonal skills – able to converse in a positive manner at all levels. Be dependable with a flexible attitude to work and able to work on your own initiative. You must possess strong organisational skills, be able to deliver objectives within an agreed timeframe, excellent people and communication skills to maintain effective communication links, and have a flexible approach to the evolving needs of the service. It is essential that you possess excellent keyboard skills and experience of administering data bases.

Main duties of the job

The post holder will have day to day responsibility for the administration of the relevant Patient Information system and the Reception area. They will work as part of a team providing front line administration services to the department, welcome patients and visitors to the department, the booking of outpatient appointments, ensuring medical notes and appropriate documentation is prepared and available for all clinics, answering the telephone to both internal and external callers and arrange patient transport as required. You will need to be physically fit and able to lift.

This is a busy area with a high throughput of work and staff are required to work efficiently as part of a team whilst maintaining courtesy, tact and diplomacy at all times. All team members are expected to work in all areas of the Trust.

Ensure that the Reception area is well maintained and welcoming at all times.

Working for our organisation

Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.

We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.

Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job.

Detailed job description and main responsibilities

The Job Description and Person Specification are attached to this job, please review for the full details and responsibilities.

• The post holder will welcome patients, relatives and visitors to the department and provide advice or guidance, information or assistance as appropriate.
• They will work as part of a team providing front line administration services to the department, welcome patients and visitors to the department, the booking of outpatient appointments, ensuring medical notes and appropriate documentation is prepared and available for all clinics, answering the telephone to both internal and external callers and arrange patient transport as required.
• Well-developed interpersonal skills, remaining composed at all times.
• Show empathy when dealing with emotionally distressed patients or those receiving bad news.
• Be able to concentrate whilst working in a busy, potentially noisy environment.
• Prepare all relevant documentation for clinics, making sure patient labels, new referrals and results are all available in the patient’s notes.
• Liaise with consultants and secretaries regarding queries with clinics and copies of referral letters.
• Ensure PIMS is fully maintained, all patient information up to date and clinics are appropriately cashed up and patients added to waiting lists where appropriate.
• Ensure that the Reception area is well maintained at all times, this may involve liaison with Domestic and Estates departments.

Person specification

Qualifications

• Good standard of oral and written English GCSE or equivalent

Experience

• Experience in Customer Care
• Experience of using databases

Knowledge

• Knowledge of filing/record keeping
• Excellent communication skills – written and verbal
• Evidence of working in a multidisciplinary team
• Demonstrates a knowledge of confidentiality issues and able to work within requirements of Data Protection
• Use of Hospital PiMS

Personal Skills

• To work in other areas of the department and trust when required
• Self-awareness of assets and limitations
• Ability to prioritise workload
• Willingness to undertake training as required
• Demonstrates the ability to adapt and change within a working situation

It is an exciting time to join Bedfordshire Hospitals NHS Foundation Trust. We run two busy hospital sites in Bedford and Luton. Our 7,500 staff provide high quality care for a growing population of around 700,000 across Bedfordshire and the surrounding areas.

You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. Travel between hospital sites may be required. We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.

All new staff will be subject to a probationary period covering their first six months in post.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 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.

Name Daniela Silvestro Job title Reception Team Lead Email address [e-mail] Telephone number 01234 355122 Additional information

Extension 3086