Paediatric Administrator / Receptionist

Transformation Unit; Greater London; Hybrid; GBP 32,000 - 33,000; Full time

Job summary

Royal Free London NHS Foundation Trust is seeking a Paediatric Administrator/Receptionist to deliver courteous front-line reception and essential admin support in paediatric out-patient clinics. The role involves managing clinic bookings, handling patient enquiries, and maintaining accurate records within EPR and NHS systems.

The post requires NVQ Level 3 or equivalent, strong communication and IT skills, and the ability to work as part of a multidisciplinary team in a busy hospital environment

Qualifications

• NVQ Level 3 or equivalent is required.
• Experience in public-facing roles or healthcare settings is desirable.
• Proficiency with EPR or similar patient administration systems and MS Office is expected.

Responsibilities

• Provide front-of-house reception and admin support in paediatric outpatient setting.
• Manage booking of new and follow-up clinics and address any booking issues with supervisors.
• Demonstrate clear, compassionate communication with patients and carers.
• Maintain accurate documentation and real-time attendance records in the electronic systems.

Skills

Verbal and written communication

Initiative and problem solving

Typing and data entry

MS Word / Excel / databases

Multidisciplinary teamwork

Time management and organisation

Education

NVQ Level 3 or Equivalent

Tools

EPR System

Microsoft Word

Excel

Job description

Employer Royal Free London NHS Foundation Trust Employer type NHS Site Royal Free Hospital Town London Salary £31,554 - £33,270 Inclusive of Inner London HCAS, per annum Salary period Yearly Closing 02/11/2026 23:59

Paediatric Administrator / Receptionist

NHS AfC: Band 3

Our trust has over 17,000 staff serving 2 million patients every year. It comprises Barnet Hospital, Chase Farm Hospital, the Royal Free Hospital, North Middlesex University Hospital and more than 30 services in the community. This larger scale organisation provides an unprecedented opportunity for us to continue our pioneering work, particularly in finding ways to deliver even better care to our patients.

Our mission is to deliver world class care and expertise in our clinical services, underpinned by world class teaching and research and we will continue to measure our progress against our five governing objectives: excellent outcomes, excellent patient and staff experience, excellent value for taxpayers’ money, being safe and meeting our external duties, and building a strong organisation.

Everyone is welcome at Royal Free London NHS Foundation Trust. We're proud of our diversity and we continue to undertake new initiatives to advance equality for LGBT+, BME, gender equality, staff carers and people with disabilities and lived experiences to promote good relations and understanding between our staff.

Artificial intelligence (AI) is a set of technology that can perform various tasks that typically required human intelligence. Your application is your opportunity to demonstrate to us how you meet the requirements of the role. We recognise that AI tools can support accessibility, equity and confidence for applicants.However, it’s important that examples and responses genuinely reflect your own experience and abilities, as these will be explored further during the selection process. AI must not be used to provide misleading or false information during any stage of the application journey. Further guidance can be found in the NLPSS Applicant Toolkit https://royalfree.pagetiger.com/cuuomnr/1 .

Royal Free London NHS Foundation Trust is committed to ensuring that its recruitment processes are carried out with integrity, transparency, and fairness for all applicants. To help maintain these standards, we ask candidates to provide accurate and truthful information throughout the recruitment process.

If incorrect or misleading information is identified, this may affect the progression of an application, any employment offer, or continued employment. As part of our due diligence, the company may verify the information provided by applicants and take appropriate act ion where necessary.

We do not charge applicants any fees at any stage of the recruitment process, including applications, interviews, sponsorship arrangements, pre-employment checks, or employment offers. All vacancies are advertised through TRAC/NHS Jobs and candidates are assessed solely on their skills, qualifications, experience, and suitability for the role. If you are asked to make a payment in connection with an NHS job opportunity, please treat this as suspicious and contact the organisation directly using the details published on our official career's website

The Paediatric administrator is responsible for providing a courteous front-line reception service and admin support within the paediatric out-patient setting. They will be responsible for delivering a high standard of care to a wide range of client groups, including the multi-disciplinary team, patients, relatives and their carers.

Main duties of the job

Please see full JD attached;

The post holder will not be directly supervised on a day-to-day basis however you will be responsible for the management and prioritisation of your own workload.

The post-holder must undertake effective forward planning, to ensure that the administrative needs of the service are met and must carry out a range of effective administration processes to support the delivery of high quality patient care.

The post holder will be responsible for managing the booking of designated new & follow up clinics and ensure that these are booked efficiently and that any booking issues are raised immediately with supervisor/Service Manager and clinicians to ensure patient care is not compromised.

The Paediatric clinic is a high volume, fast paced out-patient setting. We run a wide range of specialist children’s clinics, where children can visit us for their treatment and go home from hospital the same day.

This outlines the current main responsibilities of the post. However, the duties of the post may develop over time.

Working for our organisation

The postholder will be expected to consistently demonstrate behaviors aligned to the Trust’s shared commitments, embedding compassion, inclusion, integrity and excellence in their day-to-day practice.

The Royal Free London NHS Foundation Trust is one of the UK’s biggest and most innovative trusts. Across three main hospitals, our dedicated army of staff care for over 1.6million patients, treat more than 200,000 in A&E, deliver over 8,000 babies and carry out more than 17million tests.

Detailed job description and main responsibilities

Please see full JD attached;

This is a non-clinical role however the post holder is expected to work as part of the wider multidisciplinary team to ensure that patients are provided with the best possible care.

• To provide a front of house reception service for patients or relatives arriving on the ward/clinic, welcoming all visitors and directing as appropriate. Using Hospital based EPR System to Checking In/ Out and schedule f/u appointments as required).
• To demonstrate sensitivity, tact and diplomacy where appropriate, for example when acting as a first point of contact to distressed or anxious relatives.
• To provide Admin support for Clinic 1, responding to emails, answering the telephone and taking messages, actioning Envoy messenger outcomes and referring queries as appropriate.
• Arranging blood tests on behalf of patients and the MDT via Swift que systems.
• Registration of patients for Jaundice, Tongue Tie, and Trauma clinic.
• To provide a confidential and high standard general administrative support to Clinic 1.
• To be responsible for ensuring that all documentation relating to a patient’s current episode of care, and produced or used in clinic, is accurately filed (according to documented guidelines)
• To access the “National Spine” to ensure accurate retrieval of patients NHS number when required and enter onto the relevant system.
• To ensure that all patient attendances are recorded accurately on EPR or the relevant electronic system in real time.
• To sort out incoming/outgoing post and distribute or act as necessary
• To bring any concerns about level of service to patients and staff to the attention to Department Manager.
• To be open to new ideas regarding Trust policies and procedures.
• To be prepared to contribute to consultations about changes to policies and procedures.
• To make positive suggestions about how systems or processes could be changed for the better

To provide ad hoc cross-cover, as required, during the absence of ward administrators on other wards.

To act at all times in accordance with Trust and local policies, procedures and guidelines.

Person specification

Royal Free shared commitments

• Demonstrable ability to meet the Trust shared commitments

Education and professional qualifications

• NVQ Level 3 or Equivalent

Experience

• Experience of working in a public/patient facing role
• Previous work experience in a healthcare setting
• Experience of working with EPR, or similar electronic Patient Administration Systems

Skills and aptitudes

• Clear and concise verbal and written communication skills
• Ability to use initiative and problem solve, in a busy clinical environment
• Typing and data entry skills
• Good level of computer literacy skills in Microsoft Word, Excel and databases
• Flexible and adaptable to the changing needs of the service
• Ability to work within a multidisciplinary team
• Time management and organisational skills

Applications are welcome from people wishing to job share or work flexible patterns. We are committed to equal opportunities.

Please be advised that due to exceptionally high demand, all Royal Free accommodation is at full capacity and waiting lists are being held. Average waiting times are 12 months. Please do not rely on Trust accommodation when you commence your role and ensure you investigate alternative accommodation for your arrival.

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.

Application numbers

We reserve the right to expire vacancies prior to the advertised closing date once a sufficient number of applications have been received.